Personal Assistant at The Kenya Cultural Centre

Personal Assistant Job Responsibilities

• Support the Executive Director to follow up on action items as assigned to respective staff members or external stakeholders.
• Act as liaison for the Executive Director’s office by maintaining efficient and effective communication channels between the office of the Executive Director, Council Chairman, Directors, KCC Departments and external customers.
• Handle routine matters, determine and refer as appropriate.
• Oversee the smooth running of outsourced support services including tea, water and cleaning services and other hospitality services as required.
• Oversee the security of office records/classified materials, equipment and office machines.
• Maintain inventories of office equipment and supplies, monitor utilization of consumables and requisition of additional supplies
• Coordinate local and international travel for the Executive Directors.
• Organize for meetings and forums under the Executive Director’s office. This includes organizing logistics such as venue (internal or external), refreshments and facilities required.
• Oversee the prompt collection and delivery of incoming and outgoing mail to correct addresses for the Executive Director’s office
• Sit in weekly HOD meetings, take minutes, keep records of the same and follow up on action items.
• Typing documents, recording dictation in shorthand and transcribing in written form as assigned in the Executive Director’s office
• Receive and screen the Executive Director’s correspondence, filing, registry, letters, reports, memos and respond to routine correspondence.
• Maintain the Executive Director’s diary, calendar and schedule of appointment appropriately and inform Executive Director accordingly to approve or change.
• Receive and screen incoming calls and visitors.

Qualifications for the Personal Assistant Job

• Bachelor’s degree in communications, marketing, business administration or related field;
• Diploma in secretarial studies will be an added advantage;
• At least 5 years’ experience in a similar position; and
• Experience in customer service.

Skills Required 

• Good public relations skills;
• Ability to communicate both inside and outside the Organisation;
• Ability to write complex reports
• Analytical skills
• Excellent knowledge of office administration in a busy office
• Proficiency in ICT