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Full-time Personal Assistant to the CEO

at Hand in Hand Eastern Africa in Nairobi

Personal Assistant to the CEO at Hand in Hand Eastern Africa in Nairobi – Kenya Jobs, Careers and Vacancies

Hand in Hand Eastern Africa (HiH EA) is a Kenya-based NGO which is a member of the global Hand in Hand international family, with independent operations within the Eastern Africa region and headquartered in Nairobi. HiH EA’s mission is focused on reducing poverty through job creation. HiH EA intends to fill the following vacancies and invites applications from suitably qualified individuals

PERSONAL ASSISTANT TO THE CEO REF NO: PER AST 01-2013

Key Responsibilities
The Personal Assistant to the CEO will be responsible for support, organization and general management of the CEO’s Office. The Personal Assistant will also be charged with the responsibility to communicate and work with the staff, managers and the public on behalf of the CEO and act as a key contact person for the CEOs office.

Duties
The Personal Assistant to the CEO will undertake the following duties:

  • Manage the CEO’s diary and email account and ensure the calendar, appointments, meetings , travel and deadlines are well organized and maintained
  • Ensure the CEO’s office is equipped and maintained in a clean, neat and conducive state for the facilitation of business including meetings, briefings and receiving of visitors.
  • Organize briefings and meetings on behalf of the CEO and maintain records of the meetings with staff, media and other stakeholders
  • Arrange and co-ordinate travel and accommodation requirements and ensure all the necessary arrangements are in place for the CEO commitments and itineraries
  • Filter general information, queries, telephone calls and invitations to the CEO by redirecting or taking forward such contacts as appropriate
  • Conduct weekly diary meetings with the CEO to discuss upcoming engagements, invitations and other requests
  • Maintain smooth communication between the CEO’s office and internal departments and to demonstrate leadership in maintaining credibility, trust and support with senior management staff
  • Prioritize conflicting needs, handle matters expeditiously, proactively, and follow-through on projects and relevant assignments to successful completion within deadlines.
  • Draft, edit, and ensure precision and delivery of reports, correspondence and communications from the CEO’s office
  • Maintain and update key information and contacts regarding Donors, Board, Partners and strategic relationships for the CEO’s office and the organization in general
  • Manage and ensure the efficient filing, documentation, safe custody and retrieval of the CEO’s records with due classification concerning confidentiality and archival value
  • Provide a service that is in line with the CEO’s work habits and preferences

Specifications

  • Bachelors degree in Business Management or a related discipline
  • 5 years experience in a similar position within a busy service set up
  • Excellent PR, communication and interpersonal skills
  • Proficiency in use of Microsoft suite application packages
  • Excellent secretarial and office management skills
  • Good time and diary management skills
  • Good organization and analytical skills and ability to prioritize work
  • Ability to work under pressure and tolerance in handling diverse personalities
  • Good understanding of the CEO’s role in relation to other departments

Qualified and interested candidates can forward a cover letter and their CV’s, citing the Position and Reference Number to HiH EA Head Office via the email careers@handinhandea.org by 19th July, 2013.



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Published at 16-07-2013
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