Personal Assistant at Grant Thornton Kenya

Our client is seeking to recruit a reliable, resilient candidate with a high level of integrity to fill the following position:

Job Summary

The position shall be responsible for providing professional support and assistance to the Executive Director (ED) by coordinating the day-to-day management of the Executive Director’s office and diary.

Main Responsibilities of Job

• Handle correspondence: Draft and prepare responses, provide feedback and forward requests to relevant people;
• Oversee ED’s travel schedule: Plan and coordinate logistics and documents for local, regional and international visits and meetings;
• Manage and make all arrangements for the Board and other stakeholder meetings that involve the Executive Director;
• Maintain the Executive Director’s diary, ensuring that appointments and relevant information is readily available to facilitate effective meetings;
• Maintain an effective filing system for all electronic and paper-based communication/ correspondences within the executive office ensuring that such information is readily available for day-to-day use. At the same time, ensure effective access controls are in place to protect confidential information/ documents;
• Organise internal meetings: Take minutes and track progress on action points;
• Assist the ED in meeting preparation: review agendas and minutes and ensure agenda items for Board meetings are circulated and prepared on time;
• Support the ED in following up on priority issues and actions with Secretariat, Board and other partners;
• Monitor and follow up on assigned activities, ensuring quality and timely completion of tasks;
• Maintain efficient filing and archiving systems for ED’s office documentation;
• Interact with staff and visitors to the office of the ED and provide appropriate guidance;
• Maintain up to date contacts database for the ED to facilitate efficient communication;
• Create and manage a system for dispatching outgoing mail and tracking incoming mails;
• Bring to the attention of the Executive Director priority matters that require attention on a daily basis;
• Maintain regular communication with the Executive Director for updates on matters that affect schedules and planning;
• Ensure that all stakeholders interacting with the executive office are accorded respectable quality service commensurate with the desired image of our client;
• Perform other duties as required.

Key Skills and Qualifications:

• Bachelor of Business Administration degree/Office Management or a related discipline;
• Post Graduate Diploma in Secretarial Studies will be an added advantage;
• Minimum of 7 years working experience in a similar role working under a Chief Executive Officer in a busy organisation;
• Experience from a membership based organisation will be preferred;
• Possess excellent interpersonal skills;
• Strong organisational and time management skills;
• Good oral and written communication skills;
• Reports preparation and writing skills;
• Records management skills;
• Displays tact, diplomacy and discretion when dealing with confidential information;
• Exhibits maturity;
• Maintains a positive attitude despite adversity;
• Reliable and demonstrates administrative skills;
• Demonstrates proper etiquette at the work place;
• Ability to multitask with competing priorities and administrative tasks;
• Attention to detail;
• Flexible and ability to adapt to a change in work.