Executive Assistant at Mhasibu Savings and Credit Cooperative Society Limited

JOB PURPOSE

• Reporting to the Chief Executive Officer, the job holder will be responsible for providing comprehensive administrative support to the office of the Chief Executive Officer in its day-to-day activities.

 MAIN RESPONSIBILITIES OF THE JOB

• Scheduling management and Board meetings, assisting the CEO to prepare for the meetings, preparing agendas, meeting minutes, taking notes, and following up on action points.
• Ensuring the communication, planning schedules, appointments, meetings, reports, and associated tasks are well organized in the Chief Executive Office
• Maintaining the CEO’s appointment schedules, coordinating and booking travel/accommodation arrangements.
• Assist in researching, preparing, editing, and proofreading of strategic documents, reports, and presentations for the office of the CEO.
• Managing and prioritizing workflows to ensure that meeting reports, minutes, correspondence and matters for attention are dealt with in a professional and timely manner.
• Maintaining the CEO’s office files and documents to ensure safe custody and ease of retrieval of all confidential records and documents. Handle all the confidential and sensitive information with utmost discretion.
• General administrative support the Chief Executive Office in the controlling of daily activity, diary schedules and set up meetings as requested, Screening telephone calls and emails enquiries and requests for the CEO’s office.
• Ensure all documents from the Chief Executive Office are professionally styled and presented in accordance with corporate standards.
• Develop and maintain a contact database for clients, vendors, key stakeholders, regulators, etc. and ensure that this is updated on a regular basis.
• Co-ordinate and facilitate arrangements for external visitors and guests
• Any other lawful duties that may be assigned from time to time.

 KNOWLEDGE, SKILLS, AND EXPERIENCE

Minimum level of academic and professional qualification required

• A bachelor’s degree in business management or any other related field with a bias in Public Relations or communications.
• Professional trainings on communication and office management.
• Certified Secretary (CS) qualification is an added advantage
• A member of relevant professional body is an added advantage
• Successful candidates will be required to meet the requirements of Chapter 6 of the constitution of Kenya by obtaining the necessary documentation.

Minimum years of experience required

• Minimum of 5 years relevant experience preferably supporting senior management /CEO
•  Experience in corporate governance, board secretariat work, or supporting senior leadership is an added advantage

Minimum skills and key attributes required

• Problem solving skills.
• Exceptional organizational and time management skills.
• Strong written and verbal communication and interpersonal skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to handle confidential matters with integrity.
• Strong problem-solving skills and ability to work independently.
• Attention to detail and a proactive approach to tasks.
• Ability to maintain professionalism and strong work ethic.
• Adaptability and resilience in a fast-paced environment.
• Strong commitment to the organization’s vision and values.
• Technical skills on: Event coordination, calendar management, email management, customer relationship management, travel coordination, meeting scheduling and record Keeping.