Provide administration support to the MD in order to maintain an efficient office and create good relations with business associates and
A fast growing Construction, Contracting and Real Estate firm with its Head Office in Kerugoya (Kirinyaga County) Town and with interests in all major towns in Kenya seeks to recruit a highly dynamic Executive Administrative Assistant to provide administration support to the Managing Director in order to maintain an efficient office and create good relations with current and prospective business associates and partners.
Duties & Responsibilities: Reporting to the Managing Director, the duties of the Executive Administrative Assistant will in principle include carrying out administrative work both in and out of the office with occasional visits to meet the company clients and partners.
In particular, the administrative assistant will be responsible for, but not be limited to:
Establish and maintain an effective communication strategy with company clients, suppliers, staff, visitors and other partners.
Perform work related errands as requested by the Managing Director such as visiting current and prospective business contacts
Assist the Managing Director to establish and maintain a functional filling and archiving system and to develop a reliable mechanism for tracking both incoming and outgoing correspondences via letters, faxes, emails etc (electronically and by maintaining hard copies).
Draft and disseminate outgoing official routine company correspondences and reception of all incoming correspondences and routing them to right offices.
Maintain and update company databases for the management of information e.g. mailing lists, personnel records, leave and travel records, assets registers, follow-up of activities (electronically and hard copy).
Maintain and update a telephone directory for all major company clients and partners on a regular basis.
Coordinate with all site based staffs on regular basis to receive their requirements and requisitions, update the total site staffing and labor levels, receive and check payment requests, payment status of workers, and updating records accordingly.
Provide administrative support in preparation and scheduling of official appointments, travels, teleconferences, meeting/conferences and other calendar events as may be required and take notes and prepare minutes.
Maintain office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies and being the custodian of office stationary
To perform basic Bookkeeping, bank reconciliations and accounts.
Perform any other tasks as deemed necessary/assigned by the Managing Director
Diploma in Personnel Management, Secretarial Studies;or Diploma in Business Studies (CPA 2 would be an added advantage)
Working Knowledge of QuickBooks (Optional)
Computer literacy in MS Office packages and use of emails.
Presentable, Excellent communication and report writing skills.
Strong organizational, office and time management skills
Excellent interpersonal skills and professional demeanor.
Ability to gain customer and staff confidence by having a high sense of integrity and confidentiality
Dynamic and proactive
Good command of English and Kiswahili.
Ability to work with minimum supervision.
Organization and planning skills
Work management and prioritizing skills
Verbal and written communication skills
Problem solving ability
Attention to detail
Flexible in time. Reliable
Letter of application for employment and detailed CV
Age bracket: 25-45
A Certificate of good conduct
Colored current passport size photograph.
Letters and testimonials from previous employer(s) if any