Personal Assistant at Kenya Women and Children’s Wellness Centre

Job Description The Centre is committed to promoting equity and excellence in healthcare for Kenya’s women and children, with a special focus on those from underpriviledged and under-resourced communities. The Kenya Women and Children’s Wellness Centre is the inaugural project of James R. Jordan Foundation (JRJFI). JRJFI was established in by Mrs. Deloris Jordan in honor of her late husband, James. JRJFI is dedicated to strengthening families, motivating youth and ensuring high quality academic opportunities for children in underserved communitiesJOB DUTIES AND RESPONSIBILITIES:Support to the CEO Work directly with the CEO to support all aspects of her daily work routine.Maintain the CEO’s calendar, including scheduling meetings, appointments, speaking engagements, and travel (may include domestic and international) arrangements.Exercise discretion in committing time and evaluating needs.Ensure efficient communication between KWCWC and the Executive and Advisory BoardServe as a liaison between the CEO, KWCWC staff and the public. This includes receiving and screening the CEO’s phone calls and visitors, answering a variety of questions with tact and diplomacy, taking messages, and directing calls appropriately for resolution.Serve as a primary point of contact between the Office of the CEO and governance groups, including helping to coordinate the work of the different groups and providing administrative support for governance meetings.Assist the CEO in the development of presentations for internal and external audiences. Office Management Duties Ensuring efficient utilization of office suppliesDetermine priority of matters of attention for the CEO; redirect matters to staff to handle, or handle matters personally, as appropriate.Keep the CEO advised of time-sensitive and priority issues, ensuring appropriate follow-up.Routinely perform a wide variety of support duties.Handle printing, faxing, mail/overnight packages, copying, filing, and email/messages.Sort and triage mail; maintain e-mail and other address directories.Compose and prepare letters relating to routine correspondence for the CEO’s signature.Schedule departmental meetings; assist in the preparation and distribution of meeting agendas and materials. Support to Other Offices Coordinate work with other KWCWC staff as needed; play a key role in the coordination of staff efforts both within and outside the department.Provide coordination, monitoring, and communication of projects and programs managed by the Programs Department and the KWCWC Program Management Office (PMO).Assist in programs activities and processes including project planning, intake, prioritization, initiation, execution, and training; as well as in fostering collaboration of end-users and key stakeholders.Transcribe source material, prepare documents, reports, tables and charts; distribute as appropriate.Prepare, reconcile, and submit expense reports.Maintain paper and electronic filing systems.Maintain confidential and sensitive information.Attend meetings and take notes of discussion; prepare the initial draft of minutes and summaries.Complete a variety of special projects including creating PowerPoint presentations, financial spreadsheets, special reports, and agenda material.Other additional and/or alternative duties as assigned from time to time, including supporting other departments or Executives as needed. REQUIREMENTSEducation: Master’s degree requiredSeven to ten years’ prior experience in supporting a senior executive or teamExcellent computer skills, including the Microsoft Office Suite (Outlook, Word, PowerPoint, and Excel)Exceptional writing, editing, and proofreading skillsExcellent organization and time-management skills Key Competencies: Proven experience as a back-office assistant, office assistant, virtual assistant or in another relevant administrative roleKnowledge of “back-office” computer systems (ERP software)Working knowledge of office equipmentThorough understanding of office management proceduresExcellent organizational and time management skillsAnalytical abilities and aptitude in problem-solvingExcellent written and verbal communication skillsProficiency in MS Office