Personal Assistant to the Managing Director
Anonymous Employer
Nairobi
1d ago
source : BrighterMonday Kenya

Job Summary

Personal Assistant to Provide full administrative and secretarial support to the Chairperson / Managing Director of Hafsa Group of Companies

  • Minimum Qualification : Bachelor
  • Experience Level : Mid level
  • Experience Length : 5 years
  • Job Description

    Managethe Managing Director’s electronic diary, assessing the priority ofappointments and Appraisal process management, annual leave, sick Leave,assisting with escalated HR issues such as grievance and disciplinary matters,training, and recruitment.

    Communicate and handle incoming and outgoingelectronic communications on behalf of the Director.

  • Be willing to travel locally andabroad for business
  • Greet visitors graciously and in aprofessional manner, create a good personal image through a neat, clean,businesslike professional appearance and a positive, cheerful attitude
  • Answer phones in a pleasant, helpfuland professional manner, direct all incoming calls to appropriate partypromptly and efficiently, accurately recording messages and reliably passingmessages to recipient in a timely manner
  • Be friendly and professional while managing heavy communications andcalendar scheduling (requiring interaction with both internal and externalexecutives and assistants, as well as consultants, customers, co-workers andthe general public) to coordinate various complex meetings
  • Research and information gathering writing a report on researched and gathered information
  • Organizing meetings and events -Coordination of customer’s complaints process
  • Minute taking and distribution of anyimportant communication to members of staffs
  • Lead by example and demonstrate adesire to share expertise, knowledge, and skills with other team members.
  • Take responsibility for theimplementation of initiatives within own sphere of duties
  • Manage travel arrangements for staffsundertaking business trip (including visas / accommodation).
  • Process MD’s correspondence, ensuringthat incoming correspondence is dealt with by the Director / or on behalf of theDirector, or other staff as appropriate.
  • Maintain MD’s office systems,including data management and filing.
  • Maintain records of Company’scontacts.
  • Screen calls, inquiries and requests,and deal with them when appropriate.
  • Assist Director in researching andfollowing up with action on matters which fall within the MD’s responsibility chasing responses, triggering follow-up action.
  • Produce documents, briefing papers,reports and presentations for the MD.
  • Organize meetings and ensure thatChairperson / MD is well prepared for those meetings, preparing agendas,pre-meeting briefings and meeting papers.
  • Work with the Director to manage his calendar and schedule (board meetings,business meetings, conferences, regional office visits) including coordinatingDirector’s global and domestic travel itineraries
  • Organize all other meetings to beattended by the Director, including staff lunches, coffees, and Skype calls.
  • Ensures that key dates and events arehighlighted to the Executive Director ahead of time
  • Engage and perform any other dutiesas may reasonably be required by the Chairperson / MD.
  • Send your CV and Salary Expectation.

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