EXECUTIVE ASSISTANT
EXECUTIVE ASSISTANT
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Job Description
JOB TITLE: EXECUTIVE ASSISTANT
About This Job:
Q-Sourcing Limited trading as Q-Sourcing Servtec is a manpower management solutions firm operating in the East African Region in the countries of Uganda Kenya Tanzania Rwanda and South Sudan.
On behalf of our client we are looking for a competent skilled and experienced Executive Assistant to work in Nairobi Kenya
Job Summary:
To provide high-level administrative support to the Group CEO and MD ensuring seamless daily operations coordination and communication across the various portfolios.
DUTIES & RESPONSIBILITIES:
Executive Support
Provide executive support to the Group CEO and CKL MD in managing a diverse portfolio and activities. Proactively handle a wide variety of activities expeditiously following through to successful completion within agreed timelines.
Prioritize to maintain a realistic balance among multiple and sometime competing priorities.
Compose and prepare correspondence as required and manage confidential matters with discretion.
Meetings & Event Coordination
Coordinate meetings and other liaison with managers of group companies.
Make logistic and administrative arrangements as required.
Review agenda for meetings and make recommendations where appropriate.
Compile and/or collate required documentation for the meeting and ensure the Group CEO and MD is fully briefed for meetings.
Attend meetings as requested.
Take notes / minutes as appropriate.
Circulate minutes and action plans.
Ensure action plans are progressed - monitor and report progress on the same.
Stakeholder Engagement & Communication
Act as a point of contact between the executives and internal and external stakeholders.
Represent the Group CEO or the MD as required.
Information Management
Maintain confidential files records and documentation with utmost discretion.
Manage and update contact databases and filing systems to ensure accurate and ease of retrieval. Undertake research on topics and opportunities as directed by the Group CEO and MD
Projects
Coordinate Projects assigned.
Develop and/or prepare project documentation and required.
Assist in tracking strategic initiatives monitor projects deadlines and deliverables and report on project progress and performance on key elements including but not limited to time cost scope quality benefit risk.
Attend project meetings as requested Maintain accurate and up-to-date project records and files.
Reports
Prepare and submit reports to the relevant stakeholders as required within agreed format and timelines (daily weekly monthly quarterly).
Present reports that facilitate informed and sound decision-making.
Trends insights and concerns with recommendations clearly elaborated.
Expense Management
Arrange complex travel itineraries accommodation and logistics.
Requisition reconcile and submit expenses report for the Group CEO and MD.
Manage own activities within approved limits.
Risk Mitigation Compliance & Audit
Adhere and comply with the policies procedures and statutory guidelines.
Consistently perform tasks as per documented procedures and within agreed turnaround times and SLAs.
Productivity and Performance
Deliver performance objectives set.
Institute immediate corrective action where performance is below par.
Proactively manage own learning and development Adhere to annual leave plan agreed with line manager Adhere to HR policies.
KNOWLEDGE SKILLS AND EXPERIENCE:
Minimum Knowledge Skills Qualifications and Experience required for this Role. A degree in Business Administration & Management (or equivalent).
Have a general understanding of commerce & public relations. Broad business knowledge A minimum of five years experience: providing support to an executive office or senior management team working across functional boundaries and different business cultures Proficiency in MS Office applications i.e. Word Excel PowerPoint MS Project Outlook etc.
Key Skills and Competencies:
Efficient exceptional organisational and time management skills Flexible to adopt to changing priorities. Self-motivated proactive Good communicator: Strong written and verbal communication skills.
Report writing and editing skills
Good project and change management skills
Problem solving mindset
Strong attention to detail and accuracy
Team oriented
Change oriented
Disciplined in setting and working to priorities
Highly motivated energetic and enthusiastic
Flexible
Approachable
Innovative
A person of Integrity
Interested and qualified applicants should submit their applications through the link below.
Note:
Only shortlisted applicants will be contacted.
Q-SOURCING SERVTEC IS AN EQUAL OPPORTUNITY EMPLOYER. ANY SOLICITATION WILL LEAD TO DISQUALIFICATION.
Requirements
Minimum Knowledge Skills Qualifications and Experience required for this Role. A degree in Business Administration & Management (or equivalent).
Have a general understanding of commerce & public relations. Broad business knowledge A minimum of five years experience: providing support to an executive office or senior management team working across functional boundaries and different business cultures Proficiency in MS Office applications i.e. Word Excel PowerPoint MS Project Outlook etc
Employment Type
Full Time
