Personal Assistant at Virtual HR

Reporting to the Commercial Director, the Personal Assistant will be responsible for providing personalized secretarial and administrative support in a well-organized and timely manner as
well as working on a one-to-one basis on a variety of tasks related to directors’ working life and communication.

This position will be based in Tigoni, Kiambu County.

Principal Accountabilities:

• Planning and scheduling meetings, appointments and conferences to be attended by the directors.
• Coordinating the directors’ calendar including booking of appointments, meetings and other activities.
• Making travel arrangements, preparing itineraries, preparing and compiling travel documents and maintaining travel records.
• Organizing events and conferences.
• Sourcing for necessary office supplies.
• Screening phone calls and dealing with enquiries where appropriate before forwarding them to the directors.
• Monitoring and reporting the directors’ emails and responding if required.
• Acting as the point of contact between the directors, suppliers and internal/external clients as well as maintaining good relationships with them.
• Communicating verbally and in writing on direct queries from prospective clients and customers by provide necessary information where need be.
• Devising and maintaining an efficient office filing system by organizing and filing documents for both business and directors’ personal documents including sensitive and highly confidential documentation.
• Taking minutes during meetings
• Assisting with the projects that the director may require by conducting research and writing necessary reports.
• Reviewing, proofreading, and editing documents for the directors’ office
• Preparing presentations and reports for the directors.
• Organizing travel and accommodation for the directors and their family and ensuring that the required travel documents are up-to-date.
• Liaising with the Accounts department to ensure timely settlement of all bills for the directors including petty cash expenses.
• Preparing cheques for the directors’ signature and ensuring they are banked and/or delivered on time to the respective suppliers.
• Handling of credit card payments, invoices, and utility bills and ensuring timely settlement.
• Handling petty cash for day to day expenses.
• Organizing personal appointments for the directors.
• Supervising personal errands as assigned by the directors.
• Performing any other duties as may be assigned from time to time.

Key Skills and Qualifications:

• Bachelors’ Degree or Diploma in Administration/Management or any related field
• A Diploma in Front Office or Secretarial studies is an added advantage.
• At least 3 years proven work experience as a Personal Assistant
• Knowledge of office management systems and procedures
• Proficient with Microsoft Office
• Outstanding organizational and time management skills
• Up-to-date with latest office gadgets and applications
• Ability to multitask and prioritize daily workload
• Excellent verbal & written communications, and interpersonal skills
• Professional discretion and confidentiality