Administration Jobs Kenya
Personal Secretary & Assistant
Personal Secretary & Assistant
Abood Group of Companies is
a diversified organization operating in transportation, tourism, petroleum,
media broadcasting and real estate industry.
The Managing Directors office is looking to
recruit a dynamic, presentable, well spoken and organized personal secretary to
manage all secretarial and administrative functions to the Managing Directors
Office.
Duties &
Responsibilities:
- Within delegated authority the Personal Secretary &
Assistant will be responsible for the following duties:
- Devising and maintaining office systems, including data
management and filing
- Arranging travel, visas and accommodation for the
management.
- Take notes or dictation at meetings or to provide
general assistance during presentations;
- Take minutes of meetings accurately, using short-hand
when required and type these into a formal document as and when required;
- Screening phone calls, enquiries and requests, and
handling them when appropriate;
- Meeting and greeting Directors visitors at all levels of
seniority;
- Organizing and maintaining diaries and making
appointments in a pro-active and efficient manner.
- Dealing with all incoming and outgoing email, faxes,
memos and post, often corresponding on behalf of the Director;
- Carrying out background research and presenting
findings;
- Producing documents, briefing papers, reports and
presentations;
- Organizing and attending meetings and ensuring the
Director is well prepared for meetings;
- Liaising with clients, suppliers and other staff.
- Printing, photocopying, binding documents.
- Managing all confidential documents for the Managements
office.
- Ordering stationary and other supplies for the
Directors office.
- Organize the email filing systems of the Directors and
file appropriately;
- Organize the soft-filing systems of the Directors and
file appropriately;
- Organize the hard filing systems of the Directors and
file appropriately;
- Organize the standard travel requirements of the
Directors and plan their itinerary in advance, saving as much time and
expenditure as possible;
- Organize the diaries of the Directors based on all
information from emails, meeting requests, memos, travel itineraries, etc
in a user-friendly (i.e. by the Directors) format;
- Any other duties assigned by the Director.
Candidate Attributes:
- Excellent organization skills, attention to details and
efficiency;
- Confident in abilities;
- Able to use initiative;
- Able to deal with sensitive and complex situations;
- Self-motivated and career-driven;
- Proven ability to maintain confidentiality,
impartiality and discretion.
Education:
- Hold a relevant qualification in business /
administration management/ Secretarial Studies;
Experience:
- A minimum of 3 to 5 years similar experience within
a personal secretarial function.
- Excellent and thorough Microsoft Word (2010 / Windows
7/8) knowledge with extensive understanding of the use of PowerPoint,
Excel and other MS software and packages
Language:
- Excellent English language and grammar skills – written
and verbal;
- Excellent communication skills – written and verbal;
- Foreign language would be added advantage
Applications: Submission of
applications: Qualified
candidates may submit their application by sending a complete and comprehensive
CV and a letter of interest via e-mail to recruitment@aboodgroup.com under
the reference Application for Personal Secretary & Assistant
Personal
Secretary / Assistant Jobs Kenya
Posted on March 25,
2014 at 8:24 am
Administration Jobs Kenya
Personal Secretary & Assistant
Personal Secretary & Assistant
Abood Group of Companies is
a diversified organization operating in transportation, tourism, petroleum,
media broadcasting and real estate industry.
The Managing Directors office is looking to
recruit a dynamic, presentable, well spoken and organized personal secretary to
manage all secretarial and administrative functions to the Managing Directors
Office.
Duties &
Responsibilities:
- Within delegated authority the Personal Secretary &
Assistant will be responsible for the following duties:
- Devising and maintaining office systems, including data
management and filing
- Arranging travel, visas and accommodation for the
management.
- Take notes or dictation at meetings or to provide
general assistance during presentations;
- Take minutes of meetings accurately, using short-hand
when required and type these into a formal document as and when required;
- Screening phone calls, enquiries and requests, and
handling them when appropriate;
- Meeting and greeting Directors visitors at all levels of
seniority;
- Organizing and maintaining diaries and making
appointments in a pro-active and efficient manner.
- Dealing with all incoming and outgoing email, faxes,
memos and post, often corresponding on behalf of the Director;
- Carrying out background research and presenting
findings;
- Producing documents, briefing papers, reports and
presentations;
- Organizing and attending meetings and ensuring the
Director is well prepared for meetings;
- Liaising with clients, suppliers and other staff.
- Printing, photocopying, binding documents.
- Managing all confidential documents for the Managements
office.
- Ordering stationary and other supplies for the
Directors office.
- Organize the email filing systems of the Directors and
file appropriately;
- Organize the soft-filing systems of the Directors and
file appropriately;
- Organize the hard filing systems of the Directors and
file appropriately;
- Organize the standard travel requirements of the
Directors and plan their itinerary in advance, saving as much time and
expenditure as possible;
- Organize the diaries of the Directors based on all
information from emails, meeting requests, memos, travel itineraries, etc
in a user-friendly (i.e. by the Directors) format;
- Any other duties assigned by the Director.
Candidate Attributes:
- Excellent organization skills, attention to details and
efficiency;
- Confident in abilities;
- Able to use initiative;
- Able to deal with sensitive and complex situations;
- Self-motivated and career-driven;
- Proven ability to maintain confidentiality,
impartiality and discretion.
Education:
- Hold a relevant qualification in business /
administration management/ Secretarial Studies;
Experience:
- A minimum of 3 to 5 years similar experience within
a personal secretarial function.
- Excellent and thorough Microsoft Word (2010 / Windows
7/8) knowledge with extensive understanding of the use of PowerPoint,
Excel and other MS software and packages
Language:
- Excellent English language and grammar skills – written
and verbal;
- Excellent communication skills – written and verbal;
- Foreign language would be added advantage
Applications: Submission of
applications: Qualified
candidates may submit their application by sending a complete and comprehensive
CV and a letter of interest via e-mail to recruitment@aboodgroup.com under
the reference Application for Personal Secretary & Assistant
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