Personal Assistant – Cargo at Kenya Airways

Brief Description        

• The candidate will be responsible for professional running of the office of the Cargo Director as a first point of contact for external and internal stake holders at KQ.  This position ensures the efficient functioning of the Cargo Director’s Office, manages schedules, coordinates communications, and handles a wide range of administrative tasks, allowing the Director to focus on strategic cargo leadership and decision-making.

Detailed Description        

Principal Accountabilities (Responsibilities)

• Maintain a high level of confidentiality of the office documents /files to ensure availability and up to date & accurate information.
• Maintain and manage the Director's calendar, scheduling meetings, appointments, and travel arrangements.
• Ensure effective time management, prioritize commitments, and provide reminders for important deadlines.
• Act as the primary point of contact between the Director and internal and external stakeholders, including senior management, board members, government agencies, and business partners and facilitating timely feedback.
• Manage incoming emails, letters, and phone calls, responding or redirecting them as appropriate.
• Coordinate domestic and international travel for the Director, including flight bookings, hotel accommodations, transportation, and visa requirements.
• Prepare detailed travel itineraries and ensure travel-related documents are in order.
• Prepare and distribute meeting agendas, documents, and presentations for Director-led meetings.
• Attend meetings, take minutes, and follow up on action items.
• Organize and maintain confidential records, documents, and files related to the Cargo Director’s Office, ensuring easy retrieval when needed.
• Assist with document preparation, including reports and memos.
• Draw the administration expense budget and ensure utilization is within the set budget and lead cost control for the office. Track and manage expense reports and reimbursements.
• Assist in ad-hoc projects, research assignments, staff forums and initiatives as required.
• Liaise with various key stakeholders to resolve queries/complaints raised by both internal and external clients as well as suppliers.

Job Requirements        

Qualification (Minimum)  

• Undergraduate Degree in Business Administration, Secretarial Studies, or a related field.
• Secretarial Skills Development Course.
• Supervisory Management Course.
• Proficiency in MS Office suite (Word, Excel, PowerPoint, Outlook).
• 5 years working experience as Personal Assistant role in high level offices.
• Proven experience as an executive assistant or personal assistant, preferably supporting senior executives.

Additional Details        

Other Skills

• Attention to detail and a high level of accuracy.
• Excellent organizational and multitasking abilities.
• Discretion and the ability to maintain confidentiality.
• Ability to prioritize and manage multiple tasks.
• Problem-solving and adaptability.
• Strong communication skills, both written and verbal.
• Ability to work independently and proactively.
• Reliability, responsibility, trustworthiness, loyal and flexible.
• Professionalism and poise
• Cultural sensitivity and awareness.
• Good Interpersonal skills and teamwork.