Personal Assistant
The client is a Kenyan company that
has been in operation since 2002, steadily growing to be at the forefront of
supply of specialized building solutions. The company is aimed at partnering
with builders to actualize their design concepts through provision of
specialized building material solutions. Through the strength of their
products, the company continues to partner with builders and specifiers in the
construction industry. The Personal Assistant will be involved in the
coordination and implementation of office procedures and frequently have
responsibility for specific projects as assigned by the Directors. S/he will
also manage the day to day running of the business; s/he will be responsible
for procurement, event management, diary management as well as organizing for
travel for the Directors.
Key tasks:
1.
Office
management
·
Sorting and distributing incoming post
and organizing and sending outgoing post
·
Maintaining a database of paperwork,
documents and computer-based information
·
Monitor
office operations
·
Maintaining an enjoyable and clean
working environment
2.
Event
Management and Diary Management
·
Organizing Director’s Diary
·
Booking rooms and conference
facilities for Directors or as assigned.
·
Liaising with colleagues and external
contacts to book travel and accommodation
·
Organizing both internal and external
events as directed by the Directors.
·
Schedule appointments and meetings for
the Directors
3.
Procurement
·
Liaising with staff in other
departments and with external contacts on office supplies.
·
Ordering and maintaining stationery
and equipment supplies
·
Drafting Service Level Agreements for
all suppliers dealing with the company.
·
Track office supply inventory and
initiate the approval of supply orders
·
Manage office equipment and maintain
an office asset register
4.
Budget
preparation and Reporting
·
Managing and maintaining office
budgets
·
Attending meetings, taking minutes and
keeping notes
·
Preparing reports, presentations,
memorandums, proposals and correspondence
5. Project Management
·
Complete projects and
special assignments by establishing objectives, determining priorities,
managing time, gaining cooperation of others, monitoring progress,
problem-solving, making adjustments to plans.
·
Budget Tracking for different projects
6. Staff Management
·
Supervising support staff.
·
Induction of newly recruited staff and
ensuring that all equipment and materials are available for them as required
·
Maintaining staff files
·
Scheduling interviews on behalf of the
Directors as and when required.
Qualifications
·
Potential candidates should hold a
Bachelor’s degree in Business Management/Commerce/Law and related field from a
recognized institution.
·
Must have 2-3 years work experience in
a similar role.
·
Must possess excellent organizational,
grammar and very good oral and written communication skills.
·
Must be detail oriented and able to
work with a high degree of accuracy
·
Should be able to work and compile
data and reports
·
Be able to make capable and effective
decisions
·
Be able to prioritize, and manage
tasks
·
Be pleasant, professional and
proficient
How to apply:
Send your
application including a cover letter indicating your desire to work with our
client; a detailed CV highlighting relevant experience, details of current and
expected salary, a daytime phone contact, email address, and the names of three
professional referees by close of business Thursday 19th July
2012 to: wangechi@exemplarconsult.com
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