Personal Assistant at Grant Thornton Kenya

Job Summary

The overall purpose of this job is to provide high level, confidential administrative support to the office of the Chief Executive Officer.

Main Responsibilities of Job

1. Make appointments and plan the Chief Executive Officer’s diary/calendar and ensure adherence to the firm’s annual calendar;
2. Arrange travel bookings, hotel, transportation, visas and coordinate with any external parties as required for the same including travel agents, hotels and transport services;
3. Monitor tasks delegated by the Chief Executive Officer to ensure timely completion and quality is maintained;
4. Organize conferences, meetings and provide support to international visitors;
5. Coordinate meetings and conferences schedules, venue, teleconference, presentation equipment and other requirements including food and refreshments;
6. Prepare accurate expenses report and coordinate payment of any expenses incurred by the Chief Executive Officer promptly and in due time;
7. Collect and distribute all incoming and outgoing correspondences in absence of the Chief Executive Officer and ensure all urgent correspondence or inquiries are either dealt with or forwarded to the Chief Executive Officer;
8. File all documents concerning visitor’s personal data and the details of their visit in order to provide the necessary information when required;
9. Prepare agenda and briefings for meetings, appointments, events and any other materials needed to be distributed in advance of the meetings;
10. Prepare and print materials and presentations; coordinate with external event organizers on logistics and communicate needs on behalf of Chief Executive Officer and Board;
11. Collect, compile and organize presentations and meeting materials for the Chief Executive Officer;
12. Build and manage key relationships with internal and external stakeholders;
13. Assist with projects the Chief Executive Officer’s might be working on by researching or writing reports;
14. Requisition and control stationery items for the Chief Executive Officer’s office to ensure availability and accountable use;
15. Receive and submit documents requiring the Chief Executive Officer’s attention and/or approval and dispatch the same to relevant departments upon approval;
16. Receive and disseminate Chief Executive Officer’s communication to relevant audiences as directed by the Chief Executive Officer;

Qualifications

• Degree in a Business related field;
• Accounting knowledge is an added advantage
• Have a minimum of 5 years work experience in an Audit firm;

Key Skills:

1. Excellent administrative skills;
2. Must be able to meet the demands of an ever-changing business environment;
3. Strong written and verbal communication skills;
4. Time management and organizational skills;