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14 Aug 2014

Executive Assistant to CEO Job Vacancy

Industry: Education/ Training
Location: Nairobi
Salary: Ksh 100,000- 150,000 gross

Our client is a start up business executive training institute offering its programs in Nairobi. It seeks to hire an Executive Assistant to enhance the CEO’s effectiveness by providing management support and representing the CEO

Duties and responsibilities

  • Managing the day-to-day operations of the office
  • Assigning work to clerical staff; following up on results.
  • Maintain an organized system for tracking, monitoring, and prioritizing tasks and projects. Marking employee attendance strictly through morning and evening online reports
  • Maintains office supplies inventory by checking stock to determine inventory level; Anticipating needed supplies; evaluating new office products
  • Placing and expediting orders for supplies; verifying receipt of supplies.
  • Ensures operation of equipment by completing preventive maintenance requirements
  • Receiving new equipment and calling for repairs on damaged equipment
  • Maintaining and managing maintenance contracts efficiently and effectively.
  • Organizing and maintaining files and records
  • Basic bookkeeping, coordinating with accountants, managing budgets, petty cash, bank transactions, invoicing, collections, ensuring reports are done on time.
  • Sales & Marketing support to the sales office
  • Planning and scheduling meetings and appointments
  • Maintains CEO’s appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel
  • Maintains CEO’s diary, planning calendar to ensure all calendars are synchronized.
  • Ensure that the CEO receives necessary background information in a timely and coordinated fashion
  • Ensure all CEO activities are effectively and efficiently organized through the use of detailed check-lists.
  • Prepare reports by collecting and analyzing information.
  • Preparing and editing correspondence, reports, and presentations
  • Produce information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
  • Manage internal and external events hosted by the CEO, including event logistics and details.
  • Manage travel logistics including air and hotel bookings, online checking in, transport, travel documents, visa applications, passport renewals, travel insurance etc.
  • Providing quality customer service
  • Welcome guests and participants by greeting them, in person or on the telephone; answering or directing inquiries
  • Maintain customer confidence and keep information confidential.
  • Provide course information, answer questions, resolve issues, register, invoice and collect program fees.
  • Light housekeeping; Gift-buying, Plant care, Coordinating laundry, Running personal errands, Arranging meals, Dinner reservations etc

Qualifications & Skills

  • Bachelor’s degree in Business
  • Four to five or more years in Personal Assisting
  • Experience supporting CEO-level executives
  • Able to build up systems in a start up environment
  • Significant experience, ability and social skills to effectively connect, relate and communicate with CEOs, Business Owners and Executives
  • Exceptional skills in the areas of judgment, organizational skills, diplomacy, discretion Interpersonal, written and oral communication skill
  • Flexible, highly organized and have a proven ability to juggle multiple competing tasks Ability to work on assignments where independent action, discretion, and a high degree of initiative are required
  • Ability to reach out and build good work relationships within the organization
  • Proficiency with a variety of computer software applications (Outlook, SharePoint, Excel, PowerPoint, VISIO, Word)
  • Managing websites, social media, audio visual equipment

If you are up to the challenge, posses the necessary qualification and experience, please send your CV only quoting the job title on the email subject (Executive Assistant to CEO- Ksh 100- 150K gross) to jobs@corporatestaffing.co.ke before 25th August, 2014

Kindly indicate your current/ last salary on your CV

N.B: We do not charge any fee for receiving your CV in our database nor for interviewing

Only candidates short-listed for interview will be contacted.

The Recruiting Manager
Corporate staffing Services
Nabui House, 3rd floor, Westlands. (Next to Unga House)

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