Full time Offered Salary :

Executive Assistant at Zamara Kenya, Nairobi

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Job Description

Executive Support

  • Manage and maintain the Leaders’ schedules, calendar of appointments, itineraries and travel and accommodation arrangements.
  • File and retrieve documents and any required reference materials.
  • Communicate on behalf of the Leader, with Board members, Senior Managers and staff on matters related to Leaders’ initiatives.
  • Provide a bridge for smooth communication between the Leaders’ office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
  • Work closely and effectively to keep the Leader well informed of upcoming meetings and events.
  • Assist with preparation of reports and power point presentations.
  • Record, transcribe and distribute minutes of the MANCO meetings.
  • Assist in coordinating the agenda of the Leaders’ meetings and client meetings.
  • Handling of internal and external risks and issues that may affect area of work.

Board Support and Liaison

  • Serve as the Executive’s administrative liaison to Zamara Group Board of Directors.
  • Assist with travel arrangements, lodging and meal planning as needed.
  • Maintain discretion and confidentiality in relationships with all board members.
  • Comply with applicable rules and regulations set in bylaws regarding leaders’ committee matters, including advance distribution of materials before meetings in electronic/paper format.

Communication

  • Acting as first point of contact for the executive/principal which may include (but is not limited to) taking phone calls, monitoring and responding to written correspondence as appropriate.
  • Undertake research on behalf of the respective Leaders’ office, prepare and edit correspondence, communications, presentations and other documents.
  • Monitor, screen, respond to and distribute incoming communications.
  • Act as a liaison between external parties as and when necessary.

Cross Divisional Support

  • Facilitate travel and accommodation plans for managers and other staff.

Experience and personal qualities

  • A Bachelor’s Degree in a related course
  • 5 years administrative experience, 3 of which should be at executive level.
  • Expert knowledge of standard office administrative practices and procedures.
  • Great interpersonal skills
  • Mastery of MS office
  • Resourceful and innovative
  • Good organizational and planning skills
  • Good communication skills
  • Problem analysis and problem solving skills
  • Judgment and decision-making ability
  • Initiative
  • Intuitive
  • Confidentiality
  • Attention to detail and accuracy
  • Adaptability
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