Personal Assistant at Kenafric Industries

Job Purpose:
Provide full administrative support to the Board of Directors.
Enhances executive’s effectiveness by providing information, management support; representing the directors to others and coordinating of the senior management with the BOD

Personal Assistant Job Key Accountabilities:

• Provide full administrative support to the Directors;
• Uphold office confidentiality, judge situations that require discretion and act confidentially even when not specifically directed.
• Preparing correspondence on behalf of the Directors including drafts of general replies;
• Efficiently arranging and managing logistics related to the Director’s travel and accommodation and ensure documentation of payment of the same;
• Schedule and coordinate meetings, appointments and travel arrangements for the BOD
• Plan, organize and manage corporate, internal and external, formal and informal events: conferences, meetings, workshops, launches that meet
• standards and well within recommended budget keeping up to date with all new activities/events;
  Producing documents, briefing papers, reports and presentations;
• To establish and maintain good relations with stakeholders and deal confidently and competently with their matters;
• Preparing meeting requirements, taking minutes and following up on actions;
• Manage activities and initiatives designed to build on the Directors brand;
• Handle telephone calls, inquiries and/or transfer calls to the appropriate party, respond to mail and inquiries on own initiative and follow up on same to some satisfactory conclusion.
• Manage routine and sometimes complex administrative processes for the Directors and expatriates: expatriate work permit renewals, accommodations and housing, driving license endorsement, relocation etc and the relevant follow up.
• Prepare documentation for new ventures and acquisitions.
• Supervise Senior drivers, messengers, cleaners, Kitchen staff and Receptionists
• Devising and maintaining office systems, including data management and filing
• Any other relevant duties assigned by the Directors.

Competencies, Required Skills & Personal Attributes

 Motivation/Drive.

• The desire, energy, and confidence to achieve and get results.
• Is a self-starter, Can be relied upon to get the job done.
• Is a consistently high performer, Will go the “extra mile” when the job requires it, within recognised limits.
• Will persist when problems arise to try to resolve issues.
• Shows a realistic confidence in own abilities.
• Ability to remain composed under pressure and manage own emotions when placed in difficult and distressing situations.
• Is able to converse with others, articulate different points of view and present information and ideas. Ability to liaise and build working relationships with key groups both within and external ‘.
• Is computer literate and comfortable using a range of technology to facilitate work.
• The ability to balance priorities and work on multiple tasks, getting work done in an effective and efficient manner.
• Ability to work with minimum supervision, to make reasonable decisions in the absence of direction.
• Application of Guidelines & Decision Making Authority.

Guidelines:

• Professional and proactive approach to work;
• Ability to deal with issues with integrity, confidentiality and to use own initiative;
• Excellent prioritization and communication skills with staff and stakeholders;
• Excellent telephone and office etiquette;
• Ability to organize complex events, multi- task and work under pressure;
• A team player with and interpersonal skill
• Uphold Company Image.
• Decision Making: Through the BOD

Qualifications, Experience & Skills for Personal Assistant Job

• Minimum Qualifications: Diploma or a degree in the relevant field.
• Minimum Experience: Over 2 years
• Skills: Administrative Writing Skills, Reporting Skills, Purchasing Management, Scheduling, Microsoft Office Skills, Organization, Time Management, Presentation Skills, Equipment Maintenance, Travel Logistics, Verbal Communication.