Executive Assistant to the CEO Job at Britam

208

Executive Assistant to the CEO Job at Britam, Kenya

Job purpose;

  • Reporting to the CEO, General Insurance, the job holder shall provide secretarial and administrative support to the Group CEO, General Insurance, Kenya and general administrative support to the division.

Executive Assistant Job Key responsibilities;

  • To provide comprehensive secretarial and administrative services to the company with the objective of ensuring timely and efficient services to all stakeholders;
  • Maintaining an effective, efficient diary system for the CEO;
  • To provide interface between the various departments so as to ensure efficient service delivery to our clients;
  • Tracking of various project status e.g. client management;
  • Management of Office cleanliness and requisition of office stationery;
  • Ensuring that all the documents are safely stored and systematically filed.
  • Acquisition of travel documents and organizing for travel bookings for the CEO’s office;
  • To ensure proper arrangements/bookings for any events in place ;
  • Organizing for marketing events /materials;
  • Liaising with marketing and service providers for our corporate events and suppliers of goods and services e.g. invitation cards, banners, brochures, PA System & branded items etc;
  • Organization of Internal and External meetings/booking appointments etc. in conjunction with the parties holding the meeting;
  • To ensure efficient receipt and dispatch of letters to and from the business;
  • Taking minutes during meetings and also ensure effective follow-up of issues after the meeting;
  • Actively participate by providing support in preparation and dispatch of proposals (RFP’s), Board pack, quarterly reports & regulatory reports;
  • Keeping custody of documentation and records for the company, and to ensure that the safe is locked and keeping custody of all assets of the business;
  • Maintaining an effective Filing system in the business;
  • Dispatch of documents (tenders, letters etc.) and any other document that may be assigned to her;
  • Take part in any administrative meetings to assure secretarial follow-through;
  • Take initiative on requests and inquiries of administrative nature and any other task which might be assigned from time to time.
  • Liaison with I.T infrastructure and other support services on setup and maintenance of office PCs;
  • Diarization of important office dates e.g. expiry dates of licenses;
  • Dispatching of any outward going documents, and following up for confirmation of receipts;
  • Maintaining logistics on a weekly basis to ensure transport to all meetings is catered for;
  • Ensuring that all equipment required for presentations and training is ready prior to the scheduled presentations;
  • Responding to enquiries, correspondence both telephone and written directed to the CEO, General Insurance, Kenya’s office;
  • Filing of all documents and correspondence to and from CEO, General Insurance, Kenya;
  • Coordinate events/projects e.g. Teambuilding, etc. by providing administrative support;
  • Management of induction program for new staff;
  • Perform any other duties as may be assigned from time to time;

Knowledge, experience and qualifications for Executive Assistant Job

  • University degree in social sciences or business related field;
  • 4-6 years’ experience as a Personal Assistant to a Head of Department/Division in a blue chip company preferably in a commercial environment;

Key Performance Measures;

  • Customer satisfaction
  • Process turnaround times

Working Relationships;

  • Internal Relationships:
  • Accountable to the CEO, General Insurance, Kenya
  • Required to liaise and work closely with the other staff members in Britam

External Relationships:

  • Britam customers
  • Service providers

Competencies;

  • Core Competencies;
  • Communication skills
  • Building Relationships
  • Focuses on the Customers
  • Develops Self
  • Solves Problems

Technical/ Functional competencies;

  • Strong organizational skills; ability to prioritize work and meet deadlines;
  • Computer literate (MS Word, PowerPoint and Excel)
  • Records management;
  • Planning and organisational skills;
  • Strong writing and oral presentation abilities;

 

How to Apply

Click here to apply

SHARE