OFFICE ADMINISTRATOR / PERSONAL ASSISTANT.

Summary about the role.

The Office Administrator/Personal Assistant shall be responsible for:

● Assisting in the management and organization of the CEO calendar by scheduling appointments, meetings, engagements, and daily activities including running errands.

● Coordinating office activities, and operations and ensuring cleanliness of Office premises.

Roles and Responsibilities

• Act as liaison between the director’s internal and external parties including clients, suppliers, and staff.

• Managing an active calendar of meetings and appointments for the director.

• Prioritize and follow up on issues and concerns addressed to the CEO including those of a sensitive or confidential nature and determine appropriate course of action.

• Maintain schedule of key contributors of the director’s project and tasks.

• Arrange travel schedule and prompt reservations for the director and family.

• Maintain cleanliness of the office and work stations, Procurement of office tea and snacks

• Maintaining a proper filing system for service level agreements.

• Coordinate office activities and operations to secure efficiency and compliance to company policies.

• Schedule and coordinate internal and external meetings, ensuring all logistical arrangements are in place.

• Prepare meeting agendas, take minutes, and distribute relevant documents.

• Facilitate travel arrangements for staff, including booking flights, accommodations, and transportation.

• Manage phone calls and correspondence (e-mail, letters, packages etc.)

• Track stocks of office supplies and place orders when necessary.

• Distribute relevant information to staff and ensure timely responses to inquiries.

• Maintain accurate and organized records, both electronic and hard copy.

• Manage document filing, archiving, and retrieval systems for easy accessibility.

• Greet and assist visitors, ensuring a positive experience.

• Manage the sign-in process and provide necessary information to visitors.

• Assist in the preparation and monitoring of the administrative budget.

• Process invoices, expense claims, and other financial transactions related to administration.

• Receiving and directing guests to respective offices.

• Renewal of Business and other Statutory Certificates and Payments like the County, KRA and personal bills.

• Ensure compliance with health and safety regulations within the office.

• Implement measures to create a safe and secure working environment.

• Liaise with external service providers and vendors to ensure service delivery and resolve issues.

• Coordinate staff welfare activities, events, and initiatives.

• Address staff queries related to administration and office facilities.

• Procurement of general office supplies and stationery.

• Managing and controlling petty cash.

• Other duties and responsibilities as assigned.

Academic and Professional Qualifications

● Bachelor's Degree: A higher education degree is preferred, especially in fields such as business administration, communications, or office management.

● Certification Programs: Certifications specifically designed for administrative professionals is a plus.

● Fluency in English and Swahili.

● Well-developed and mature professional interpersonal skills; ability to interact effectively with colleagues at all organizational levels.

● Exceptional quality time management and problem-solving skills.

● Ability to handle confidential and sensitive information.