Personal Assistant to Director at Janta Kenya

Key Responsibilities:
Executive & Administrative Support

• Act as the primary point of contact between the Director and Senior Management and internal/external stakeholders.
• Manage the Director’s and Senior Management’s diary, schedule meetings, and ensure timely reminders and follow-ups.
• Make local and international travel arrangements, including flights, accommodation, and ground transport.
• Draft and manage correspondence, reports, briefs, presentations, and proposals.
• Maintain physical and digital filing systems, ensuring accuracy, confidentiality, and easy retrieval.

Office & Operations Management

• Oversee minor office repairs and liaise with service providers to ensure smooth operations.
• Supervise support staff when necessary and coordinate general office functions.

Communication & Meeting Management

• Respond to approved and selected internal and external communication on behalf of the Director and Senior Management.
• Schedule and coordinate and attend meetings; prepare agendas and take accurate minutes.
• Distribute meeting notes, track action points, and ensure timely follow-ups.
• Prepare briefing notes and summaries for board or strategic meetings.
• Attend selected meetings on behalf of Directors and Senior Management.

Property, Investments, Finance & Utility OversightFollow up on land rates, leases, utility bills, and rental payments for company and

• Director-owned properties.
• Maintain a tracker for compliance dates, renewals, and financial due dates.
• Assist in compiling and updating basic accounting records and expense summaries.
• Organising and filing of both physical and digital personal and work related documents for Directors and Senior Management.

Field Team & Stakeholder Coordination

• Track field agents’ movements and check-in/check-out logs to ensure visibility and safety.
• Act as liaison in the Director’s and Senior Management absence with clients, investors, partners, and internal staff.
• Coordinate updates, meeting schedules, and relay instructions effectively.

Real Estate Listings & Marketing Support

• Attend viewings and complete the onboarding of new properties for Directors and Senior Management.
• Handle CRM and listing updates for properties for the Directors and Senior Management.
• Assist with taking down property details, preparing property descriptions, arranging for images to be taken, and documentation for listings for Directors and Senior Management.
• Coordinate with the marketing team to ensure timely updates on listings and promotions
• Attend selected viewings on behalf of Directors and Senior Management

Confidentiality & Professionalism

• Handle sensitive company and personal information with the highest level of discretion.
• Represent the Director and Senior Management professionally in all matters, upholding confidentiality and decorum.

Ad Hoc Support

• Provide backup support for the front desk during unmanned periods.
• Carry out additional administrative or technical tasks as may be reasonably assigned by management based on business needs.
• Run personal errands for the Directors and Senior Management as required.
• Offer flexible support across departments during peak periods or special projects.
• Conduct research and sourcing tasks to support procurement or special initiatives involving the Directors and Senior Management.

Qualifications and Requirements:

• University degree in Business Administration, Management, or related field.Minimum 3 years’ experience in a Personal Assistant, Executive Assistant, analytical or fast paced admin position or similar role.
• Excellent verbal and written communication skills.
• Proficiency in MS Office Suite and modern digital task management tools.
• Strong organizational, multitasking, analytical and problem-solving skills.
• High level of integrity, discretion, and professional conduct.
• Well-presented, with good personal etiquette and interpersonal skills.
• Basic accounting knowledge or experience with expense management (advantage).
• PA or secretarial certification is an added advantage.
• Knowledge of company secretarial processes is a pl