Executive Secretary at New Kenya Co-operative Creameries Limited

Administration of the Managing Director & Chief Executive Officer’s Office

Responsibilities

• Attending to all issues appertaining to the Managing Directors office and taking orders from him.
• Managing and maintaining the Managing Directors schedules by highlighting activities, updating and managing his diary and keeping the Managing Director informed of the same.
• Managing MD’s calendar requiring interaction with both internal and external executives to coordinate a variety of complex executive meetings and activities.
• Performing standard office procedures such as appointments, processing mails, answering phone calls and ordering supplies.
• Preparing reports, memos letters and other documents as requested by the Managing Director.
• Reading and analyzing incoming memos submission and reports to determine their significance and plan their distribution.
• Receiving visitors and determining whether they should be given access to the Managing Director.
• Acting as a link between the Managing Director and Heads of departments
• Ensuring mail is received, sorted and dispatched to the various offices on a daily basis.
• Responding to visitors and callers promptly and courteously
• Managing the senior management files in a private and confidential manner.
• Ensuring all correspondence is prepared on a daily basis.
• Ensuring filing of documents on a daily basis
• Managing the Board of Directors in liaison with the Company Secretary
• Any other duties as assigned by immediate supervisor

Qualifications

Academic Qualifications

• Bachelors’ Degree in Secretarial Studies / Business Administration or related field

Professional Qualifications

• Secretarial Studies
• Diploma in Public Relations & Communication

Experience

• Six (6) years’ experience in a similar position in a busy environment preferably a Government institution.

Skills

• Excellent interpersonal and communication skills
• Well-developed planning and organizing skills
• Proficient with office computer applications
• Time management skills and attention to detail
• Demonstrated supervisory skills
• Excellent shorthand skills and typing speed of 50w/m