Executive Secretary Job Opportunity in Kenya 2013

 

Our Client, who is in the Real Estate sector and runs colleges and schools, is looking to fill the following position of Executive Secretary.
Reporting To: The Group CEO Director

Purpose of the Job

The successful candidate will provide administrative support to the Group CEO / Director of the Group of Companies.

Being the Executive PA, one is expected to have a thorough knowledge of the companies in the Group and the role played by the Group CEO / Director.

The Executive Secretary will be expected to:

  • Assist with any administrative tasks
  • Organize various events, prepare for meetings and take minutes
  • Maintain confidentiality and keep all company records safe
  • Set appointments and also make travel arrangements including hotel and travel arrangements including hotel and flight bookings
  • Manage the CEOs diary and handle all modes of communication, including emails, telephones and carry out internet research
  • Organize reports to Management and also prepare power-point presentation.
Key Accountabilities and Duties
  • To devise and maintain office systems including data management and filing for both soft and hard copies
  • To organize and maintain diaries and make appointments
  • To deal with all incoming email, fax and letters, often corresponding on behalf of the CEO
  • To carry out background research and present the findings in report form
  • To produce documents, briefing papers and reports in PowerPoint presentations
  • To prepare papers for meetings and other documents and ensure meeting facilities are appropriate and refreshments are provided
  • To prepare to the highest standards and distribute Board papers on time and in a professional manner
  • To ensure all paperwork that requires the CEO approval and signature is presented in a timely manner and returned to the originator immediately
  • To liaise with all external and internal customers of all levels of seniority in a professional and proficient manner
  • To ensure the security of office records, equipment and documents, including classified materials and confidential documents
  • To maintain records and statistics of all enquiries to help in decision making and follow up
  • To ensure the office is run efficiently with everything ‘at hand’ so as to provide a professional service
  • To ensure that minutes of Board, Management and Committee meetings are placed in the minutes books
  • To carry out any other duties that may be assigned to you from time to time
Educational / Professional Qualifications & Work Experience
  • Minimum experience 5 years working as a Senior Secretary or Executive Assistant
  • Proficiency in Ms Office, Word, Powerpoint and Excel
  • Strong verbal and written communication skills
  • Excellent attention to detail and ability to work with minimal supervision
  • Well organized and skilled in managing multiple task
  • Honest, transparent and demonstrate a high level of integrity
  • Hold a Diploma in Secretarial Studies from KNEC or its equivalent qualification from a reputable institution
  • A Bachelors Degree will be an added advantage
Please indicate your current Monthly Salary and proof of the same will be required during the interview.
Submission of Application

Candidates who meet the above specifications should submit their application via email info@tqt.co.ke with a detailed CV indicating three (3) names of referees and salary expectations, attaching copies of education and professional certificates to reach us on or before Friday 30th August  2013 addressed to:

The Executive Director,
Total Quality Training Consultants Ltd,
P. O. Box 470-00606 Sarit Centre,

Nairobi.

Please indicate the position as the subject when applying



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