Executive Assistant to Chief Executive – Kenya
- Job ID: 23433
- Job Sector: Banking
- Closing Date: May 12 2017
- Country: Kenya
- Region/State/Province/District: Nairobi Province
- Location: Nairobi
Exec & Support, Cross Business Lines.
To assist the Chief Executive (CE) by providing comprehensive administrative support. These include planning, organizing, directing and controlling the function of the CE’s office in accordance with laid down policies and procedures, delegated authorities and guidelines.
General administrative support Support the Chief Executive(CE) in the controlling of daily activity, diary schedules and set up meetings as request. Arrange teleconferences and video conferences and liaise with internal service providers to obtain dial in details. Draft routine correspondence on behalf of the CE.
Prepare, schedule and check meeting/ conference arrangements i.e. venue, agendas, speakers, documentation and equipment requirements. Identify and schedule appropriate venue, travel and accommodation arrangements both locally and internationally for CE. Monitoring and controlling the CE’s team leave schedules.
Controlling the ordering and usage of office stationery, support materials and office supplies within budget. Arrange for tea/ coffee refreshments to be delivered on time to the correct specifications. Take care of parking arrangements and access control for external visitors and personally collect visitors from the reception area. Review incoming emails into the Head’s mailbox and flag for follow-up or direct to other members of the team to act upon. Follow up on actions on behalf of CE and ensure he is well briefed and prepared for meetings. Organize/coordinate work related to workshops, meetings, dinners and conferences. This includes finalizing and booking of venues, arranging materials required for such events, coordinating with participants, and preparation of agendas and co-ordination with vendors.
Making decisions and appropriately delegating tasks to other team members in the CE’s absence ensuring issues are handled within reasonable time. Be up to date on the status of key tasks and responsibilities assigned by CE’s to other staff and follow to ensure tasks/assignments are performed. Arranging the CE’s travel which includes visa processing, flight and hotel bookings, scheduling of meetings/visits, co-ordination with travel agencies. Preparation of claim forms and travel reconciliation on behalf of CE ensuring they are submitted to payments department. Ensure customer complaints sent to the attention of CE are responded and followed up for closure. Screening telephone calls, enquiries and requests and delegating where appropriate.
Preferred Qualification and Experience
3 – 5 years’ experience in a Personal Assistant / administrative role
Project and function management experience is preferable.
Proven track record in handling stressful situations in a customer interface/ customer service/ event management environment governed by tight deadlines, high standards and significant work pressure. Experience in diary management, travel arrangement, expense reconciliations.
Qualifications: University Degree from a recognized university.
Professional qualifications in Secretarial Studies.
Computer knowledge: Microsoft Office, Adobe.
Sound knowledge of banking products/services and the procedures underpinning them.
Knowledge of customer complaints and complement procedures
Basic knowledge of the functions of the various departments within the Bank.