Senior Executive Assistant to the MD at Jomo Kenyatta Foundation

Reports to: Managing Director
Supervises: Executive Assistant in the MD’s office

Key Responsibilities

Reporting to the Managing Director, the job holder will be responsible for providing comprehensive administrative support to the Managing Director. These include planning, organizing, directing and controlling in accordance with laid down policies and procedures, delegated authorities and guidelines.

Duties and Responsibilities

1. Ensuring that communication, schedules, appointments, meetings, reports and associated tasks are well organized in the Managing Director’s Office.
2. Organizing management and board meetings.
3. Managing and prioritizing workflows to ensure that meeting reports, minutes, correspondence and matters for attention are dealt with in a professional and timely manner.
4. General administrative support to the Managing Director’s Office in the controlling of daily activity, diary schedules and set up meetings as requested.
5. Develop and maintain a contact database for clients, vendors, key stakeholders, regulators, etc. and ensure that this is updated on a regular basis.
6. Ensure all documents from Managing Director’s office are professionally styled and presented in accordance with corporate standards.
7. Draft routine correspondence on behalf of the MD.
8. Verify all expenses and claims from the MD’s office and forward to finance for payment.
9. Ensure that all physical and electronic records including company documents are safely kept in the MD’s office and a record of the same retained at all times.
10. Arranging travel logistics (local and international) for the MD which includes visa processing, flight and hotel bookings, scheduling of meetings/visits, coordination with travel agencies.
11. Screening telephone calls, enquiries and requests and delegating where appropriate.
12. To perform any other relevant duty assigned by the MD.

To be appointed to this position, one must have

1. A University Degree in Degree in Business Administration or Secretarial Studies.
2. Master’s in Business Administration an advantage.
3. At least five (5) years’ work experience in a reputable organization in a similar or equivalent position.
4. Proven track record in successfully working with an MD/Director level functions.
5. Excellent organizational and prioritization competence, with attention to details.
6. Proactive attitude and ability to take initiative and work independently.
7. Be computer proficient.
8. A good team player/leader.
9. Strong interpersonal skills, outgoing personality, and ability to work independently and effectively under pressure and on strict deadlines and in a multicultural setting.
10. Superior oral and written communication skills.