Job Title: Executive Administrative Assistant
Location: Nairobi
Job Type: Full-time
Job Summary:
We are seeking an experienced Executive Administrative Assistant to provide efficient and confidential administrative, organizational, and logistical support to the Director of Finance.
The successful candidate will be responsible for managing the Director's diary, handling correspondence, conducting research, scheduling meetings, and ensuring that all official engagements run smoothly.
Key Responsibilities:
- Manage and maintain the Director of Finance’s diary
- Filter emails, highlight urgent correspondence and print attachments
- Conduct weekly diary meetings with the Director of Finance to discuss upcoming engagements, invitations and other requests
- Schedule on behalf of the Director of Finance meetings between him and his direct reports, committees and groups to which he is a member
- Coordinate travel and accommodation requirements in connection with official engagements for the Director of Finance
- Keep and maintain an accurate record of papers and electronic correspondence on behalf of the Director of Finance
- Draft, type and dispatch all the Director of Finance’s correspondence
- Minute general meetings as required and complete research on behalf of the Director of Finance
- Ensure guests meeting with the Director of Finance are well taken care of
- In addition to the above duties, the Administrative Assistant may be required to perform other related or unrelated duties based on the Hospital’s needs
Qualifications and Requirements:
- A Bachelor’s Degree in a relevant field
- Master’s degree in any field is an added advantage
- A minimum of five (5) years’ experience in administration/public relations roles at a senior level
- Demonstrable experience in an administration/executive assistant/PA role in a highly pressurized environment requiring tact, judgment and discretion in handling internal and external contacts
- Experience of diary management/researching and booking of travel and accommodation
- Experience of successfully working with senior management
- Experience of working as an executive assistant in government or multinational private sectors will be an added advantage
- Must be proficient with the keyboard and IT applications; short-hand and excellent typing skills- Good computer literacy, speed and accuracy essential. (MS Office, Excel, PowerPoint)
Critical Competencies:
- Bright, confident and presentable personality
- Attention to detail and deadlines
- Ability to filter information and assess priorities
- Ability to think ahead and anticipate needs before they arise
- Ability to exercise discretion in dealing with confidential or sensitive matters
- Excellent organizational skills
- Excellent communication skills, both verbal and written
- Professional telephone mannerisms
- Willingness to work in a Christian and multicultural environment
- Flexible and mature approach with ability to work unsupervised
Application Procedure:
If you meet the above qualifications and requirements and you are interested in this position, please send your application together with a detailed CV, copies of academic certificates, and three referees with their telephone contacts and email address to [email protected] not later than 19th May 2023. Only shortlisted candidates will be contacted.