Personal assistant executive

Mombasa Full Time Logistics & Transportation
KSh Confidential
1 month ago

Job Summary

The Administration/Personal Assistant works under the supervision and guidance of CEO

  • Qualification Level: Bachelor
  • Experience Level: Entry level
  • Experience Length: 2 years

Job Description

Exon Investments Limited is a transit company in Kenya located in Mombasa, EIL manage the flow or transportation of goods between the point of origin and the point of destination in order to meet the requirements of customers 

JOB TITLE; Personal Assistant Executive 

JOB PURPOSE/OBJECTIVE:

The Administration/Personal Assistant works under the supervision and guidance of CEO and is responsible for handling administration and clerical duties. Achieve excellence in records keeping, typing reports, managing stationery, maintaining office neatness and cleanliness.

KEY JOB FUNCTIONS/RESPONSIBILITIES

  1. Deal with all enquiries in a professional, and courteous manner, in person, on telephone or via e-mail in an effective and efficient manner;
  2. Managing the diary of the CEO; arrange appointments and handle notification of events and activities; Ensure the CEO is informed in a timely and accurate manner;
  3. Maintain effective filling and documentation of all correspondences, documents and reports; while observing confidentiality, timeliness, orderliness and neatness;
  4. Typing general  correspondence and reports for presentation and communication
  5. Coordinate the pickup, distribution and delivery of  mail and parcels;
  6. Handle travel arrangements including making reservations for the CEO and staff; 
  7. Organize and coordinate logistical arrangements for  meetings including distribution of notices to relevant parties as instructed; 
  8. Attend meetings convened from time to time and assist in preparing/taking minutes;
  9. Maintain an adequate inventory of office supplies; and handle purchases when required;
  10. Perform clerical duties and run errands on behalf of the Executive;
  11. Preparation of tea and meals for CEO and visitors to the CEO’s Office while observing high level of hygiene and dietary needs;
  12. Whenever assigned deliver excellent front office services - receive, welcome and direct visitors promptly and in cordial manner
  13. Readily available to perform other duties which are not included in the job description as assigned from time to time;
  14. Distributing invoices and ordering stationery for the department 
  15. When assigned deliver excellent front office services - receive, welcome and direct visitors promptly and in cordial manner;

JOB REQUIREMENTS:

  1. Academic excellence in Administration, Management, Front Office and Public Relations –Bachelor’s Degree and Diploma from reputable institutions; 
  2. Basic accounting, human resource management, information technology and procurement skills is an added advantage;
  3. One to two years’ experience working as a Private Secretary/Personal Assistant for a Chief Executive Officer in private/corporate sector;; 
  4. Excellent management,  report writing, organization, interpersonal and communication skills with strong command of English and Swahili languages – oral and written proficiency;
  5. Excellent computer skills in MS Word, Excel, Outlook and Powerpoint; 
  6. High flexibility to work on short-notice and over weekends and holidays;
  7. Being able to deliver excellent service and maintain good attitude when faced with work pressure, competing priorities and tight deadlines;
  8. Self-starter, willing to work independently while being a strong team player and excellence in multi-tasking;
  9. Ease and interest in working with people from diverse backgrounds;
  10. Readily available/flexible for service when called for i.e. on Holidays & Weekends  

SUCCESS FACTORS:

  1. High degree of intelligence;
  2. Tidiness in work; and  immaculately dressed;
  3. Pleasant and diplomatic personality with  friendly attitude;  
  4. Demonstrated ability to communicate and take direction;
  5. Ability to work independently and in a team;
  6. Proven ability to learn quickly, take initiative, and be accountable for results;
  7. Initiative and self-motivated; 
  8. Welcomes and embraces change with a positive attitude;
  9. Excellent temperament and  personal integrity – honest, reliable, trustworthy and respectful; 
  10. Maintain excellent time-keeping and attendance;
  11. Be professional and good team player at all times;
  12. Be able to communicate well with people of all levels;

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