Executive Assistant / Office Manager at Jambojet

REF: VAC04/02/19

Location: Embakasi, Nairobi

Reports to: Managing Director/ Chief Executive Officer (MD/CEO)

Role Purpose:

To provide support to MD/CEO by providing executive level administrative support

Ensure the smooth running of the office, on a day-to-day basis

Key Accountabilities/Responsibilities

• Executive Assistant
  • Manage the MD/CEO calendar (planning and scheduling meetings, conferences, teleconferences, and travel)
  • Prepare meeting’s agenda and provide background information; Read documents, carry out research, compile and analyze relevant information; and draft letters, documents, presentations and other communications from the Managing Director in the appointments schedule Draft, take dictation, type correspondence and reports
  • Coordinate document movement from the MD/CEO’s Office to relevant parties for appropriate action, follow up, and report on progress
  • Maintain effective filing and record management system for MD/CEO’s Office and ensure safety security and confidentiality
  • Attend to internal and external visitors to the MD/CEO’s Office
  • Manage executive communication including taking calls, responding to emails and taking messages for the MD/CEO’s action
  • Liaise with management, staff, board members, customers, government departments, and stake holders for effective and efficient communication and operations.
  • Document & follow up on work required by the management team including updates & progress reports to facilitate business decisions.
• Office Manager
  • Point person for maintenance, mailing, shipping, supplies, equipment, bills and errands
  • Optimizing administrative procedures (i.e. intra workstation communication, office supplies, office furniture, inventory control, transport logistics)
  • Manage Office Kitchen and Cleaning Services, including supervision of staff in said areas
  • Carry out workplace registration and licensing

Knowledge, Skills, Experience

• Bachelor’s degree in Business Administration
• A minimum of two (2) years of related work experience
• Ability to design on administrative and clerical procedures and systems such as managing files and records, designing forms, and other office procedures
• Must demonstrate commitment to operational effectiveness
• Should have ability to solve problems by applying relevant business knowledge
• Ability to carry out independent research and initiate official documents, reports, and presentations an added advantage
• Must have commendable skills in written and oral communication
• Must be able to work under pressure
• Must have knowledge in use of MS office packages including advanced word, PowerPoint and excel
• Results driven: Positive, energetic self-starter with a high level of personal drive and resilience
• Well organized and flexible worker

PLEASE NOTE: Jambojet does not charge any fee at any stage of the recruitment process. Applicants are advised not to remit any funds to anyone purporting to facilitate employment in Jambojet.