Executive Secretary Job Opportunity in Kenya 2013
Purpose of the Job
The successful candidate will provide administrative support to the Group CEO / Director of the Group of Companies.
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.
- 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
- 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
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,
Please indicate the position as the subject when applying