Executive Personal Assistant at Zamara Kenya

Roles and responsibilities

Achieving Zamara’s ambitious strategic priorities will be complex and challenging. Its continued success will be dependent on building and retaining a world-class team. The Executive Personal Assistant will provide administrative support to the business principles through the planning coordination and implantation of assigned tasks, special projects and itinerariesThis role will report to one of the Leaders in the company.

In more detail, the areas of responsibility include:

Executive Support

• Manage and maintain the Leaders’ schedules, calendar of appointments, itineraries and travel and accommodation arrangements.
• File and retrieve documents and any required reference materials.
• Communicate on behalf of the Leader, with Board members, Senior Managers and staff on matters related to Leaders’ initiatives.
• Provide a bridge for smooth communication between the Leaders’ office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
• Work closely and effectively to keep the Leader well informed of upcoming meetings and events.
• Assist with preparation of reports and power point presentations.
• Record, transcribe and distribute minutes of the EXCO/MANCO meetings.
• Assist in coordinating the agenda of the Leaders’ meetings and client meetings.
• Handling of internal and external risks and issues that may affect area of work.

Board Support and Liaison

• Serve as the Executive’s administrative liaison to Zamara Group Board of Directors.
• Assist board members with travel arrangements, lodging and meal planning as needed.
• Maintain discretion and confidentiality in relationships with all board members.
• Comply with applicable rules and regulations set in bylaws regarding leaders’ committee matters, including advance distribution of materials before meetings in electronic/paper format.

Communication

• Acting as first point of contact for the executive/principal which may include (but is not limited to) taking phone calls, monitoring and responding to written correspondence as appropriate.
• Undertake research on behalf of the respective Leaders’ office, prepare and edit correspondence, communications, presentations and other documents.
• Monitor, screen, respond to and distribute incoming communications.
• Act as a liaison between external parties as and when necessary.

Cross Divisional Support

• Facilitate travel and accommodation plans when called upon.

Experience and personal qualities

• A Bachelor’s Degree in a related course
• + 10 years administrative experience, 5 of which should be at executive level.
• Expert knowledge of standard office administrative practices and procedures.
• Great interpersonal skills
• Mastery of MS office
• Resourceful and innovative
• Good organizational and planning skills
• Good communication skills
• Problem analysis and problem solving skills
• Judgment and decision-making ability
• Initiative
• Intuitive
• Confidentiality
• Attention to detail and accuracy
• Adaptability