Personal Assistant at Skytop Technologies

(REF: SkTP/HRA/PA/005/17)

The Administration/Personal Assistant works under the supervision and guidance of COO and is responsible for handling administration and clerical duties. Achieve excellence in records keeping, typing reports, managing stationery, maintaining office neatness and cleanliness.

• Deal with all enquiries in a professional and courteous manner, in person, on telephone or via e-mail in an effective and efficient manner;
• Managing the diary of the COO; arrange appointments and handle notification of events and activities; Ensure the COO is informed in a timely and accurate manner
• Maintain effective filling and documentation of all correspondences, documents and reports; while observing confidentiality, timeliness, orderliness and neatness;
• Typing general correspondence and reports for presentation and communication
• Coordinate the pickup, distribution and delivery of mail and parcels;
• Handle travel arrangements including making reservations for the COO and staff;
• Organize and coordinate logistical arrangements for meetings including distribution of notices to relevant parties as instructed;
• Attend meetings convened from time to time and assist in preparing/taking minutes;
• Maintain an adequate inventory of office supplies; and handle purchases when required;
• Perform clerical duties and run errands on behalf of the Executive;
• Preparation of tea and meals for COO and visitors to the COO’s Office while observing high level of hygiene and dietary needs;
• Whenever assigned deliver excellent front office services – receive, welcome and direct visitors promptly and in cordial manner
• Readily available to perform other duties which are not included in the job description as assigned from time to time;
• Distributing invoices and ordering stationery for the department
• When assigned deliver excellent front office services – receive, welcome and direct visitors promptly and in cordial manner;

Qualifications

• Academic excellence in Administration, Management, Front Office and Public Relations
• Bachelor’s Degree or Diploma from reputable institutions;
• Basic accounting, human resource management, information technology and procurement skills is an added advantage;
• One to two years’ experience working as a Private Secretary/Personal Assistant for a
• Chief Executive Officer in private/corporate sector
• Excellent management, report writing, organization, interpersonal and communication skills with strong command of English and Swahili languages – oral and written proficiency;