Executive Assistant at Zamara Kenya

Executive Support

• Manage and maintain the Leaders’ schedules, calendar of appointments, itineraries and travel and accommodation arrangements.
• File and retrieve documents and any required reference materials.
• Communicate on behalf of the Leader, with Board members, Senior Managers and staff on matters related to Leaders’ initiatives.
• Provide a bridge for smooth communication between the Leaders’ office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
• Work closely and effectively to keep the Leader well informed of upcoming meetings and events.
• Assist with preparation of reports and power point presentations.
• Record, transcribe and distribute minutes of the MANCO meetings.
• Assist in coordinating the agenda of the Leaders’ meetings and client meetings.
• Handling of internal and external risks and issues that may affect area of work.

Board Support and Liaison

• Serve as the Executive’s administrative liaison to Zamara Group Board of Directors.
• Assist with travel arrangements, lodging and meal planning as needed.
• Maintain discretion and confidentiality in relationships with all board members.
• Comply with applicable rules and regulations set in bylaws regarding leaders’ committee matters, including advance distribution of materials before meetings in electronic/paper format.

Communication

• Acting as first point of contact for the executive/principal which may include (but is not limited to) taking phone calls, monitoring and responding to written correspondence as appropriate.
• Undertake research on behalf of the respective Leaders’ office, prepare and edit correspondence, communications, presentations and other documents.
• Monitor, screen, respond to and distribute incoming communications.
• Act as a liaison between external parties as and when necessary.

Cross Divisional Support

• Facilitate travel and accommodation plans for managers and other staff.

Experience and personal qualities

• A Bachelor’s Degree in a related course
• 5 years administrative experience, 3 of which should be at executive level.
• Expert knowledge of standard office administrative practices and procedures.
• Great interpersonal skills
• Mastery of MS office
• Resourceful and innovative
• Good organizational and planning skills
• Good communication skills
• Problem analysis and problem solving skills
• Judgment and decision-making ability
• Initiative
• Intuitive
• Confidentiality
• Attention to detail and accuracy
• Adaptability