Executive Administrative Assistant at Mater Hospital

Position Summary

Based in Nairobi, the purpose of this role is to provide an efficient, confidential and responsive administrative, organizational, and logistical support to the Director of Finance. This position serves as the primary point of contact for internal and external stakeholders on all matters pertaining to the Office of the Director of Finance

Major Responsibilities

•  Manage and maintain the Director of Finance’s diary
•  Filter emails, highlight urgent correspondence and print attachments
•  Ensure busy diary commitments, papers, and travel arrangements are managed effectively including producing a daily folder with diary, necessary papers, etc
•  Conduct weekly diary meetings with the Director of Finance to discuss upcoming engagements, invitations and other requests
•  Schedule on behalf of the Director of Finance meetings between him and his direct reports, committees and groups to which he is a member
•  Coordinate travel and accommodation requirements in connection with official engagements for the Director of Finance to match his requirements
•  Tabulate and retrieve Director of Finance’s official expenditures and claims
•  Filter general information, queries, phone calls and invitations to the Director of Finance by redirecting or taking forward such contacts as appropriate
•  Manage the process of calling for briefing the Director of Finance from start to finish to ensure that he is fully prepared for all engagements
•  Keep and maintain an accurate record of papers and electronic correspondence on behalf of the Director of Finance
•  Draft, type and dispatch all the Director of Finance’s correspondence
•  Minute general meetings as required and complete research on behalf of the Director of Finance
•  Keep and retrieve files
•  Ensure guests meeting with the Director of Finance are well taken care of
•  In addition to the above duties, the Administrative Assistant may be required to perform other related or unrelated duties based on the Hospital’s needs

Desirable skills, knowledge and experiences

•  A Bachelor’s Degree in a relevant field
•  Master’s degree in any field is an added advantage
•  A minimum of five (5) years’ experience in administration/public relations roles at a senior level
•  Demonstrable experience in an administration/executive assistant/PA role in a highly pressurized environment requiring tact, judgment and discretion in handling internal and external contacts
•  Experience of diary management/researching and booking of travel and accommodation
•  Experience of successfully working with senior management
•  Experience of working as an executive assistant in government or multinational private sectors will be an added advantage
•  Must be proficient with the keyboard and IT applications; short-hand and excellent typing skills- Good computer literacy, speed and accuracy essential. (MS Office, Excel, PowerPoint)

Critical Competencies

•  Bright, confident and presentable personality
•  Attention to detail and deadlines
•  Ability to filter information and assess priorities
•  Ability to think ahead and anticipate needs before they arise
•  Ability to exercise discretion in dealing with confidential or sensitive matters
•  Excellent organizational skills
•  Excellent communication skills, both verbal and written
•  Professional telephone mannerisms
•  Willingness to work in a Christian and multicultural environment
•  Flexible and mature approach with ability to work unsupervised