Executive Assistant - (4) Positions at Kenya Tea Development Agency (MS) Ltd

Position Scope

• Reporting to the line manager, the successful candidate will be responsible for providing high-level administrative and functional support in the office of the Group Company Secretary and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. May also train and supervise lower-level clerical staff.

Duties and Responsibilities

• Producing information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics and record upon approval;
• Conserving Group Company Secretary’s time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analysing information; initiating telecommunications; 
• Conducting research, preparing relevant statistical reports, handling and channelling information requests;
• Administratively managing the office and liasing with other departments for the effective functioning of the office; 
• Maintaining executive's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel;
• Welcoming guests and customers by greeting them, in person or on the telephone; answering or directing inquiries;
• Maintaining customer confidence and protecting operations by keeping information confidential;
• Following up on issues and sending reminders; 
• Preparing reports by collecting and analysing information; 
• Compiling agenda and making arrangements for relevant committee, board, and other meetings;
• Securing information by completing data base backups; 
• Ensuring security of documentation and instruments within the custody of the line managers;
• Managing and maintaining executive schedules;
• Providing historical reference by developing and utilizing filing and retrieval systems; recording meeting discussions;
• Maintaining office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies.

Qualifications / Skills / Experience

• Bachelor’s degree in a business/social sciences or other related field; 
• A minimum of five (5) years relevant experience; 
• Must demonstrate high integrity and ethical practice; 
• Must demonstrate ability to work independently with minimum supervision;
• Must be a team player who is able to work cordially in teams;
• Must demonstrate ability to multitask;
• Must demonstrate commitment to operational effectiveness;
• Should have ability to solve problems by applying relevant business knowledge;
• Should demonstrate professional expertise in the relevant work area;
• Must have the ability to communicate for both written and oral communication;
• Must be able to work under pressure;
• Must be a flexible person, who is willing to learn and able to work flexible hours to achieve goals;
• Must have knowledge in use of MS office packages.