Free this highly engaged, innovative CEO of administrative and organization tasks, manage and help prioritise his diary so that he can focus on expansion initiatives, marketing, and strategic tasks.
Having invested in several state-of-the-art manufacturing plants. This successful family business is on another expansion drive with more exciting projects on the horizon.
Type: Permanent position
The CEO and works loosely with the other Executives. You will interact quite a lot with head of departments/managers across the business, and as a result you will be very strong and confident interacting and getting the job done with the managers.
Primary purpose: Carry out administrative work on behalf of the CEO. Free his time from organising and administrative tasks so that they can spend maximum time on strategic tasks.
Job description / core competencies:
Executive Support: Acting as a first point of contact: dealing with correspondence, visitors, and phone calls. Managing diaries. Reminding the executives of important tasks and deadlines. Organising meetings and appointments. Controlling access to the executives. Conducting research as requested. Administration and Reporting: Typing, compiling, and preparing reports/ Analytical reports, minutes, presentations, and correspondence. Managing databases and filing systems. Implementing and maintaining procedures/administrative systems. Logistics and Events. Organising events and meetings. Liaison and Communication Liaising with staff, suppliers, and clients.
Documentation and administrative assistance with projects (Data Packs). Providing general office administrative support; including photocopying, scanning, forwarding correspondence and filing as required.
Assisting in PR and marketing activities. Ensuring calls and messages are relayed correctly and efficiently.
Ensure knowledge of staff movements in and out of organization.
Implementing and maintaining procedures/office administrative systems. Proofreading and formatting letters, quotes, and outgoing documents. Diary management. Dealing with correspondence. Preparing letters, presentations, and reports. Taking minutes and conducting follow ups of the given tasks to respective departments/personnel. Screening and answering the phone in a professional manner.
Personal Assistant to Executives File, e-mail and retrieve important documents – service level agreements, office lease agreements, legal contracts, etc.
Prepare and edit correspondence, communications, presentations, and other documents. File and retrieve documents and reference materials. Monitor, screen, respond to and distribute incoming communications. Interact with external clients. Arrange and co-ordinate meetings and events. Liaise with internal staff to relay information directly from the CEO. Client Relations, Welcome guests and provide refreshments. Provide relevant information to callers and visitors regarding the company. Greet persons entering the organization. Direct persons to correct destination. Deal with any queries from the public and from clients regarding the company.
One element, which will be very important, is honesty/integrity and confidentiality of information.
Location (country, city): Kisumu, Western Kenya
Job Qualification & Experience:
The person should have a minimum of 5 years’ experience in a similar role and have all be well experienced in interacting and dealing with executive and board level Experience in a manufacturing/engineering environment will be advantageous.
Experience with MS Office at an advanced level. Excellent command of both spoken and written English. Adaptable to working within a diverse operation. Strong problem solving and organisational skills. Ability to prioritise responsibilities and processes. Strong communication and interpersonal skills at all levels, both internally and externally. Strong analytical skills required.
Qualifications: A diploma or degree in business studies, office management or communication.
Competencies -Behavioural: Attention to detail Discretion and trustworthiness: You will often be party of confidential information. Flexibility and adaptability. Good oral and written communication skills Organisational skills and the ability to multitask.
The ability to be proactive and take the initiative.
Tact and diplomacy, Communication skills Adhering to principles & values,
Planning and organising, Deadline driven, Dedicated, Coping with pressures and setbacks, Delivering results and meeting customer expectations>
Technical – Analytical Skills: Ability to reconcile information from various sources Collect and record data
Attention to detail Customer Service: Apply the skills of customer care in a specific work environment. Demonstrate an awareness of customer service
Computer Skills: Computer Literacy, especially advanced MS Office (Excel, Word, PowerPoint, Outlook)
Report Writing: Generate information and reports for internal and external use General:
Apply the organization’s code of conduct in a work environment,
Apply the principles of corporate governance and ethics in a function
Apply basic business principles
Apply problem-solving techniques to make a decision or solve a problem
Information Systems: Demonstrate knowledge of the importance of data accuracy and integrity
Demonstrate knowledge of document management and administration
Manufacture high quality concrete products supplied to the construction industry. A family business that has been in operation for over 40 years. They have invested in machinery, technology and the best personnel; building their capacity significantly so that they can help their customers build their dream. They demonstrate and maintain their commitment to quality, excellence, customer satisfaction with continuous growth and improvement.
This advert is being advertised in collaboration with our recruitment partner MCHIR.
Executive PA to CEO of a Manufacturing Family Business – Kisumu, Western Kenya – Ref: 1050581-1
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