Job Summary

Enhance the CEO’s capability to expand, develop and manage the business efficiently and effectively

  • Minimum Qualification: Bachelor
  • Experience Level: Mid level
  • Experience Length: 4 years

Job Description

Department: CEOs Office

OVERALL DEPARTMENT PURPOSE STATEMENT
Provide administrative support to the Group CEO in order to achieve Corporate Governance


MAIN RESPONSIBILITIES OF THE JOB (KEY RESULT AREAS)
CEOs Office
  • Organize, book and maintain CEO’s calendar, electronic diary and make appointments.
  • Respond to incoming emails, faxes and postal letters and correspond on behalf of the CEO.
  • Arrange  local  and  international  travel,  visas  and  accommodation,  prepare  complex  travel itineraries.
  • Organize and attend CEO’s meetings as may be required and ensure the CEO is well prepared for meetings.
  • Assist in claims recovery both locally and internationally while maintaining and updating petty cash accounts and budgets records.
  • Manage CEO’s office and personal billings and regularly update CEO on progress.
  • Manage the CEO’s contact list for both local and international personnel or stakeholders and keep it up to date.
  • Meet and attend to all visitors and shareholders at all levels of seniority and also manage award of corporate gifts to such visitors and shareholders.
  • Compile timely reports, executive summaries, newsletters and presentations for the CEO as may be required.
  • Regularly update the CEO on upcoming news, meetings and events from Associations like KITOS, KEPSA, KNCC, and KAM etc.
  • Manage CEO’s corporate club membership with clubs like YPO, YGL and WEF.
  • Update the CEO on banking services from NIC, BOA and CHASE banks and any other banks as may be advised including but not limited to collection of bank statements.
  • Organize and plan for any CEO personal events such as golf events, CEO’s diner/cocktails, family events and other events that may be communicated.
  • Assist in preparing returns and filing documents at various government registries.
Executive Personal Assistant
  • Maintain CEO’s statutory documents such as KRA Pin, NSSF, NHIF, Passport & ID numbers and observe high level of confidentiality.
Administrative Duties
  • Devising and maintaining office systems, including data management and filing.
  • Monitor and keep track of all documents generated by the CEO’s Office.
  • Ensure that all documents and records are properly filed, scanned etc and kept in a proper manner.
  • General administration duties including but not limited to managing third floor, meeting rooms and keeping standards favorable for carrying out daily business activities.
  • Delivery of sensitive messages and documents to their corresponding addresses from CEO’s office.
  • Manage and update all CEO’s information on the HRMIS System and ensure high integrity of personnel data records.
  • Delegate tasks and roles on behalf of the CEO to his personal driver.
Corporate Duties
  • Sensitize staff on all admin policies and processes
  • Develop and sign off quarterly budgets for SST Campus repairs and maintenance
  • Ensure efficiency on performance of office equip (Ac) and restoration of the office facility
  • Observe 100% adherence to statutory compliance.
  • Building and manage supplier relationships and review signed SLAs with all suppliers and ensure value for money
  • Liaise with collaborators to ensure procurement of services within set budget

QUALIFICATIONS, KNOWLEDGE AND SKILLS
  • Bachelor’s Degree in Business Administration
  • Post graduate diploma in Front Office Receptionist preferred.
  • Computer literate
Minimum level of personal and professional experience required to perform effectively in the role
  • A  minimum  of  four  years  prior  Administrative  support  services  with  customer  service responsibilities.

KEY PERFORMANCE INDICATORS
  1. Accurate and timely handling of all communications
  2. Timely booking and follow up of booking of appointments and reservations

COMPETENCIES
  • Excellent written and verbal communication skills.
  • Team player, change agent, agile, personal effectiveness, IT Proficiency ,ability to work under pressure, Innovative and self-driven
  • Ability to effectively deal with a variety of audiences, some of whom will require high levels of patience, tact and diplomacy.
  • Strong computer literacy including knowledge of Windows XP and Microsoft Office Suite of products including Word, Excel, and PowerPoint.
  • Proficiency in basic mathematics and good analytical skills.
  • Ability to exercise independent judgment and discretion while performing various responsibilities.
  • Ability to prioritize workload; managing various projects and demands on a concurrent basis.
  • Ability to work independently.
  • Ability to work quickly and under pressure to meet deadlines.
  • Strong organizational skills.
  • Knowledge of effective reporting and tracking systems for project planning and execution.
  • Good problem solving and research skills.

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