Administrative Assistant at Kenya Airfreight Handling Limited (KAHL)

Principal Accountabilities (KEY Performance areas):

• Complete a broad variety of administrative tasks including the GM’s calendar, completing expense reports; composing and preparing correspondence, arranging detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
• Plan, coordinate and gatekeeping the GM’s schedule, creating a win-win situations for direct access to the GM’s time and office.
• Provide a bridge for smooth communication between the GM’s office and internal divisions/departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
• Managing the General Manager’s contact list, keeping the database updated, maintaining the office and assisting with other projects as requested.
• Take and relay messages to the General Manager responding appropriately and meeting all deadlines.
• Attend management and executive meetings as requested by the GM and compile minutes during top management meetings and follow up for actions.
• Liaise with other people in charge of the General Manager’s schedule to make sure that the General Manager is where they need to be on time and is equipped with necessary documentation to proceed with meetings
• Managing confidential data and files ensuring only authorized persons have access
• Preparing official correspondences for the Office of General Manager.
• Assist in organizing KAHL products launches, e.g., Expos/staff forums.
• Draw the administration expense budget and ensure utilization is within the set budget and lead cost control for the office.
• Liaise with various key stakeholders to resolve queries/complaints raised by both internal and external clients as well as suppliers
• Manage any outstanding/ escalated issues that affect the business
• Monitor, analyze and recommend solutions to resolve client service issues.
• Managing incoming and outgoing communication including but not limited to logging, distribution, filing and facilitating timely feedback.
• Maintain a high level of confidentiality of the office documents /files to ensure availability and up to date & accurate information.
• Handling administrative issues – responding to office correspondence in good time.

Minimum Requirements:

• Bachelors’ Degree in Communication, Business Admin, Public Relations or its equivalent.
• Diploma certificates in Secretarial/Office Administration
• At least 5 years’ administrative experience supporting a C level executive.
• Practical experience in use of MS packages

Behavioral competencies

• Excellent planning & organizational skills including the ability to manage resources and accurately keep track of administrative issues.
• Stakeholder/ relationship management
• Attention to detail/ accuracy/ timeliness
• Demonstrate competence in office management.
• A self-driven individual who motivates and inspires confidence.
• Excellent communication skills and interpersonal skills.
• High Integrity levels.