Posts
Title: Administration Assistant
The ideal candidate will be reporting to the CEO should be experienced in handling a wide range of administrative and executive support related tasks and will be able to work independently with little or no supervision. This person must be exceedingly well organized, flexible and enjoy the administrative challenges of supporting a small office of diverse people and programs. The ability to interact with staff (at all levels) in a fast paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism and confidentiality is crucial to this role. Expert level written and verbal communication skills, strong decision making ability and attention to detail are equally important.
Primary Responsibilities:
- Perform all administrative functions including but not limited to appointments, meeting coordination, word processing, filing, and correspondence and record keeping under the direction of the CEO
- Be responsible for heavy calendar management, requiring interaction with both internal and external executives and assistants, as well as consultants, to coordinate a variety of complex executive meetings
- Assist CEO with preparation of presentation materials
- Review and summarize miscellaneous reports and documents; prepare background documents and outgoing mail as necessary
- Prepare responses to correspondence containing routine inquiries
- Direct inquiries concerning activities and operations of the CEO to appropriate internal and external contacts
- Draft financial, statistical, narrative and/or other reports as requested
- Ensure a professional and welcoming environment for colleagues and guests of the CEO
- Assist in pipeline/forecast preparation and management
- Prioritize and manage multiple projects simultaneously, and follow through on issues in a timely manner
- Arrange travel schedule and reservations for executive management as needed
- Work closely with the CEO to coordinate and launch hard copy or email campaigns to consultants, clients and potential clients
- Monitors and updates inventory, and performs simple analysis on accounts;
- Implements new instructions, procedures and practices impacted by decisions as instructed;
- Organizes and maintains the CEO’s diary and makes the necessary appointments on his behalf;
- Takes dictation and minutes at meetings;
- Professionally represent CEO at all times
- Provide executive secretarial and administrative services of a confidential nature.
- Business development including development of EOI, RFPs, RFQs and business proposals.
- Support the general manager in managing his daily schedule, e.g. agenda management, correspondence, making appointments, preparation of documentation for meetings, liaise with other senior staff within the Centre and to follow up on priority activities.
- Perform any other duties that may be assigned to guarantee optimal and efficient management of the Office.
Desired Qualities:
Ability to compose correspondence from general information; Ability to check details and to organize multiple tasks and projects for efficiency; Ability to present a positive image and communicate effectively via the telephone and in person; Strong interpersonal skills and committed to maintaining confidentiality; Strong knowledge of MS Office, including Word, Excel, PowerPoint, Outlook, Project; Experience scheduling travel arrangements for management; Support experience in a professional services, sales or marketing environment; Experience successfully creating and/or modifying processes; Bachelor’s degree level, or Diploma/Higher Diploma with at least three years of experience in Business Studies.
If you believe you are the right candidate, forward a one page application letter quoting the job reference, stating current and expected salary, and CV not longer than three pages (in PDF format) not later than Tuesday 11th March 2014 at 1800 hrs to: jobs@thetopnotch.co.ke
