Personal Assistant at Automobile Association of Kenya

Details:

Job Purpose

Reporting to the Chief Executive Officer you will be required to provide support the Chief Executive Officer, Governing Council and the Senior Management team in interactions with internal and external audiences. You will be responsible for providing executive support and managing the day to day operations of the Office in an efficient and effective manner

Key responsibilities

• Providing all secretarial, logistic, administrative or executive support tasks that are highly confidential and sensitive.
• Coordinating office management activities for the Chief Executive Officer.
• Researching, compiling, assimilating, preparing and maintaining confidential information and sensitive documents, and brief the Chief Executive Officer tor regarding content.
• Reading and screening incoming correspondence and reports and forward appropriate materials to the Chief Executive Officer and Heads of Department for advice and action.
• Receiving and screening incoming calls and visitors and alerting the Chief Executive Officer on a need basis.
• Making referrals to appropriate staff or provide requested information, including the Chief
• Executive Officer’s stated position on routine issues.
• Acting as liaison between the Chief Executive Officer, Governing Council, and Heads of
• Department, by transmitting directives, instructions and assignments and following up on the status of assignments.
• Identifying, anticipating and preparing information requirements for the Chief Executive
• Officer for meetings, appointments, presentations among others and follow up inward and outwards requests for information, outstanding reports, and correspondence.
• Preparing draft agenda, coordinating meeting attendance and collect materials for meetings, speeches, and conferences; taking minutes and keeping records of proceedings.
• Reviewing, proofreading, and editing documents prepared for the Chief Executive Officer’s signature.
• Coordinate and facilitate a seamless and orderly day-to-day operation and execution of the
• Chief Executive Officer r’s calendar through arranging appointments, meetings, conferences and appropriate meeting rooms.
• Assist with preparation of the office budget, especially in regard to equipment and supply needs.
• Assist with the establishment, revision and maintenance of office procedures and policies.
• Participating in and /or coordinate committees or task forces.
• Establishing and maintain various filing and records management systems in relation to the
• Chief Executive Officer’s office.
• Making travel arrangements; preparing itineraries and maintain travel vouchers and recordsfor the Chief Executive Officer and Governing Council.