Personal Assistant at Gelian Hotel Machakos

Summary of Position:

Job Summary

• To provide a strictly private and confidential personal assistant role to the HODs meeting secretary

Areas of Responsibilities

• To provide a strictly private and confidential personal assistant role to the chairman, directors and general manager
• Communicate effectively to staffs and management.
• Coordinating board meeting

Responsibilities

• Smooth and organized running of administration department according to the Standards set by the management.
• Leads by personal example by following Company’s Mission / Vision & Guiding Principles.
• Complies with the Company’s Code of Conduct,
• To provide a comprehensive secretarial and administration service to the directors.
• To develop, maintain and review administration systems to achieve maximum efficiency.
• To maintain and organise the director’s diary, filing system and all other relevant areas as necessary.
• To support the directors in her projects, proposals, bids, etc. through research, consultation, team-management
• To draft speeches, articles, briefings, and project proposals as requested by the directors
• To facilitate meetings, schedule debriefing meetings so follow up action can be implemented. Also by arranging refreshments, seating and taking minutes if required to do so.
• To co-ordinate staff/Board meetings
• Do store requisition for office stationery
• To respond to Board member and other stakeholder queries in a timely and professional manner, both orally and in writing.
• To co-ordinate all senior management and Board member travel arrangements
• To compile Board papers and ensure they are sent in good time for meetings. To circulate reports, minutes and agendas for Board and Sub-committee meetings. To liaise with the Chairman and other Board Members on various matters as required.To maintain and continuously keep up to date all mailing
• Is familiar with Kenyan, OSHA, FTO, HACCP and other Company - Health & Safety Policies and ensure your areas promote and comply with them.
• Takes responsibility to rectify hazardous situations, reporting major areas of concern to the General Manager and/or designated department.
• Is familiar with property safety, first aid, fire and emergency procedures and actively enforce these in your area of responsibility.
• Ensures the highest level of safety and security by facilitating effective training programmes that delivers a high degree of awareness amongst staff.

Qualifications/Training

• University graduate of a four-year university program in business administration management or its equivalent from an accredited university
• 2 years’ experience in medium /large busy reputable hotel