Personal Assistant at Kenya Women and Children's Wellness Centre

JOB DUTIES AND RESPONSIBILITIES:

Support to the CEO

• Work directly with the CEO to support all aspects of her daily work routine.
• Maintain the CEO’s calendar, including scheduling meetings, appointments, speaking engagements, and travel (may include domestic and international) arrangements.
  Exercise discretion in committing time and evaluating needs.
• Ensure efficient communication between KWCWC and the Executive and Advisory Board
• Serve as a liaison between the CEO, KWCWC staff and the public. This includes receiving and screening the CEO’s phone calls and visitors, answering a variety of questions with tact and diplomacy, taking messages, and directing calls appropriately for resolution.
• Serve as a primary point of contact between the Office of the CEO and governance groups, including helping to coordinate the work of the different groups and providing administrative support for governance meetings.
• Assist the CEO in the development of presentations for internal and external audiences.

Office Management Duties

• Ensuring efficient utilization of office supplies
• Determine priority of matters of attention for the CEO; redirect matters to staff to handle, or handle matters personally, as appropriate.
• Keep the CEO advised of time-sensitive and priority issues, ensuring appropriate follow-up.
• Routinely perform a wide variety of support duties.
• Handle printing, faxing, mail/overnight packages, copying, filing, and email/messages.
• Sort and triage mail; maintain e-mail and other address directories.
• Compose and prepare letters relating to routine correspondence for the CEO’s signature.
• Schedule departmental meetings; assist in the preparation and distribution of meeting agendas and materials.

Support to Other Offices

• Coordinate work with other KWCWC staff as needed; play a key role in the coordination of staff efforts both within and outside the department.
• Provide coordination, monitoring, and communication of projects and programs managed by the Programs Department and the KWCWC Program Management Office (PMO).
• Assist in programs activities and processes including project planning, intake, prioritization, initiation, execution, and training; as well as in fostering collaboration of end-users and key stakeholders.
• Transcribe source material, prepare documents, reports, tables and charts; distribute as appropriate.
• Prepare, reconcile, and submit expense reports.
• Maintain paper and electronic filing systems.
• Maintain confidential and sensitive information.
• Attend meetings and take notes of discussion; prepare the initial draft of minutes and summaries.
• Complete a variety of special projects including creating PowerPoint presentations, financial spreadsheets, special reports, and agenda material.
• Other additional and/or alternative duties as assigned from time to time, including supporting other departments or Executives as needed.

Education:

• Master’s degree required
• Seven to ten years’ prior experience in supporting a senior executive or team
• Excellent computer skills, including the Microsoft Office Suite (Outlook, Word, PowerPoint, and Excel)
• Exceptional writing, editing, and proofreading skills
• Excellent organization and time-management skills

Key Competencies:

• Proven experience as a back-office assistant, office assistant, virtual assistant or in another relevant administrative role
• Knowledge of “back-office” computer systems (ERP software)
• Working knowledge of office equipment
• Thorough understanding of office management procedures
• Excellent organizational and time management skills
• Analytical abilities and aptitude in problem-solving
• Excellent written and verbal communication skills
• Proficiency in MS Office