Executive Assistant at KenGen Staff Retirement Benefits Scheme

Purpose of the Job

The position is responsible for providing executive support services in the day-to-day running of the Executive Office while working closely with staff and managers of KSRBS.

Main Duties and Responsibilities

Operational Roles and Responsibilities

• Manage the CEO and Trust Secretary’s diary and email account and ensure the calendar, appointments, meetings, travel and deadlines are well organized and maintained;
• Ensure the CEO and Trust Secretary’s office is equipped and clean at all times;
• Facilitate the Executive Office’s business including arranging meetings, briefings and receiving visitors;
• Organize briefings and meetings on behalf of the CEO and Trust Secretary and maintain records of the meetings with staff, media and other stakeholders;
• Arrange and co-ordinate travel and accommodation requirements and ensuring all the necessary arrangements and itinerary are in place for the CEO and Trust Secretary’s commitments;
• Filter general information, queries, telephone calls and invitations to the CEO and Trust Secretary by redirecting or taking forward such contacts as appropriate;
• Conduct weekly diary meetings with the CEO and Trust Secretary to discuss upcoming engagements, invitations and other requests;
• Maintain smooth communication between the CEO and Trust Secretary’s office and internal departments while demonstrating leadership in maintaining credibility, trust and support with management staff;
• Prioritize conflicting needs, handling matters expeditiously, proactively, and following through on projects and relevant assignments to successful completion within deadlines;
• Draft, edit, and ensure precision and delivery of reports, correspondence and communications from the CEO and Trust Secretary’s office.
• Arrange logistics and planning for Board meetings in liaison with the CEO and Trust Secretary;
• Work with managers and section heads to ensure that department specific Board papers are prepared and circulated well in advance for Board meetings as required;
• Maintain and update key information and contacts regarding the Board and strategic relationships for the CEO and Trust Secretary’s office and the organization in general
• Manage and ensure the efficient filing, documentation, safe custody and retrieval of the CEO and Trust Secretary’s records with due classification concerning confidentiality and archival value;

Key Result Areas

The job holder’s accountability areas are outlined as follows;

• Delivery of quality administrative services to the Executive Office
• Effective communication and maintenance of relationships in the Executive office
• Efficient coordination of meetings in the CEO and Trust Secretary’s office
• Efficient management of files in the CEO and Trust Secretary’s office
• Efficient management of Board matters as assigned

Knowledge and Skills Required

The job holder must possess;

• A Bachelor’s degree in Business Management or a related discipline from a recognized university.
• A minimum of seven (7) years’ experience in a similar position.
• A certification from the Institute of Certified Secretaries (ICS) is an added advantage.
• Knowledge of administrative and clerical procedures and systems such as managing files and records, transcription, designing forms, and other office procedures.
• Ability to work independently with minimum supervision.
• Commitment to operational effectiveness.
• Ability to solve problems by applying relevant business knowledge.
• Professional expertise in the relevant work area.
• Ability to communicate for both written and oral communication.
• Ability to work under pressure.
• Good working knowledge in the use of MS Office packages.
• Have a high level of integrity and confidentiality.