Executive Personal Assistant Job Vacancy in Kenya

Position Title: Executive Personal Assistant

Industry: PR & Communication

Location: Nairobi

Job Description: To provide sophisticated calendar management for the CEO. Prioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements.

Complete a broad variety of administrative tasks that facilitate the CEO’s ability to effectively lead the organization, including: assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; making travel arrangements; and completing expense and mileage reports.

Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the CEO, including those of a highly confidential or critical nature.

Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect CEO’s style and organization policy.

Work closely with the CEO to keep them well informed of upcoming commitments and responsibilities, following up appropriately.

Act as a "barometer," having a sense for the issues taking place in the environment and keeping the CEO updated.

Anticipate CEO’s needs in advance of meetings, conferences, etc.

Provide "gatekeeper" and "gateway" role, providing a bridge for smooth communication between the CEO and staff, demonstrating leadership to maintain credibility, trust, and support.

Complete projects by assigning work to appropriate staff, on behalf of the CEO.

Follow up on contacts made by the CEO to cultivate ongoing relationships.

Assist in the selection of vendors and purchase equipment, services, and supplies necessary for operation of organization.

Provide event management support as requested.

Invest in building long-lasting relationships both externally and internally.

Address cross-departmental bottlenecks/blockers by working with heads of departments and their staff to improve processes and coordinate adjustments to organizational procedures for optimized efficiency and productivity.

Be involved in day-to-day operations and success metrics across the company.

Ensure accurate reporting on all metrics, and support each department in helping them get the data visibility and analysis they need.

Ensure our reporting across all metrics is widely visible and accurate. If inaccurate, review business process and technology support, and raise issues found.

Assist and communicate with the C.E.O in decision-making, program management, and initiative implementation.

Regularly meet and collaborate with individuals and department heads to identify gaps and provide recommendations to the C.E.O. on adjustments to priorities or business activities.

Support the C.E.O. in any administrative help needed such as coordinating travel, and scheduling meetings with the team, customers, and agents.

Providing department leaders with recommendations and consultation to improve teamwork.

Keep the leadership team on track with key strategies/projects/initiatives, driving urgency and defining/measuring against key performance indicators.

Support the C.E.O. in gathering information from individuals across the team and ensuring high quality and thorough responses and accurate data before presenting back to the C.E.O.

Other projects/duties as assigned for the overall benefit of the organization

Requirements & Qualifications:

  • Must have 5 or more years’ experience working in an administrative /support role in a fast paced environment.
  • Associates Degree or equivalent combination of education and related work experience.
  • Work experience as an Executive Personal Assistant or as a Group executive Administrative Associate.
  • PA degree, diploma or certification is a plus
  • Exceptional written and communication skills.
  • Ability to manage internal and external correspondence.
  • Willingness to work as an overall team member to help ensure continued growth and success of this company.
  • Proficient in time management; the ability to organize and manage multiple priorities.
  • Ability to take initiative and effectively adapt to changes.
  • Extensive experience in creating documents and spreadsheets, using office software such as MS word, Excel, and PowerPoint.

Interested candidates are invited to strictly email their cover letter and CV, to careers@hrmconnection.com before end of day 5th May, 2023.

Only short listed candidates will be contacted.