Executive Assistant at Sheer Logic

Job description

The successful candidate will ensure provide administrative and secretarial support to the Director; ensuring day to day functioning of the office; coordinating office management activities; managing the office’s interface with other departments and external parties. Generally ensure duties of the Director’s Office are carried out effectively and seamlessly.

Responsibilities

• Organise, manage and run the Directors Office to include filter of incoming visitors, correspondence, emails and telephone calls, highlighting urgent and priority matters requiring the Director’s attention;
• Draft, type and dispatch memoranda, acknowledge letters and responses to correspondence, and follow up with relevant action officers;
• Proof read routine documents prepared for the Director’s signature in consultation with originating officers;
• Prepare various reports for Director’s Office including  creation of spreadsheets, charts, databases, and application of relevant software;
• Draft correspondence, speeches, presentations, and announcements from the Director’s Office;
• Schedule meetings between the Director and key stakeholders within and outside the company and effectively manage the diary;
• Draft agendas, compile and distribute relevant documents and briefings, take minutes and maintain records for the Director’ meetings;
• Prepare Board Papers on time in collaboration with other departments and stakeholders;
• Maintain and manage Executive Director action log across all organization engagements both internal and external;
• Compile, schedule and prioritise engagements, appointments, invitations, and other requests for weekly dairy meetings;
• Make travel arrangements for the Director, coordinating flights, accommodation and other itinerary specifics;
• Coordinate logistics and documentation for visiting delegations; and
• Provide administrative support to the Director including preparation of administrative forms and processing of requests.

Qualifications

• A Bachelor’s degree in Management, Business Administration, Office Management Secretarial Studies, Communication, Public Relations or related disciplines;
• A minimum of 7 years’ experience as Executive or Administrative Assistant to a Director, Chief Executive Officer or Chief of Party preferably of an international, multicultural organisation;
• Advanced Information technology skills including word, excel, access, PowerPoint Ms outlook; and
• Highly developed analytical skills with ability to prepare, analyse and interpret data and reports.
• Organizational and planning skills;
• Superior written and verbal communications skills in English and Swahili;
• Information gathering and analytical skills;
• Problem analysis and solving skills;
• Quick judgment and decision-making ability;
• Self initiative;
• Attention to detail and accuracy;
• Interpersonal skills;
• Highly numeric;
• Communications and negotiation skills; and
• Ability to manage senior executives of the board and the management committee.