Personal Assistant to the Group CEO

Personal Assistant to the Group CEO
March 19, 2015 Job Description
Vacancy: Personal Assistant to the Group CEOResponsibilities:
Draft and dispatch routine correspondence from and on behalf of CEO
Develop agenda and arrange management meetings and workshops/seminars and finalize for CEO approval and distribution to Directors
Maintain CEO’s e-mail
Responsible for CEO’s travel, overseeing and ensuring tickets are issued on time, travel documents such as visas, passport, health certificates and re-entry permits are valid and are issued on time.
Application for new tenders for the company
Achieve financial objectives by anticipating requirements; submitting information for budget preparation; scheduling expenditures; monitoring costs and collection of payments from debtors.
Respond to enquiries from various sources by providing requested information or where appropriate direct to the appropriate person
Maintain administrative staff by recruiting, selecting, orienting, and training employees; maintaining a safe, clean and secure work environment.
Maintains human resource staff job results by counseling and disciplining employees; planning, monitoring, and appraising job results as well as approving all kind of leave and absence from the office
Allocation of jobs to employees in the H.R Department
Provide essential information to the CEO in the area of management. For instance, raise administrative staff complaints/concerns and requirements.
Expatriates permit record and personal files
Prepare Work permits for expatriates
Providing good housing facility for expatriates
Organizing logistical and travels arrangements for the staff and the company management as well as company guests.
Responsible for preparation of presentations and conference meetings; I also attend all meetings
Supervise administration staff i.e. receptionist, telephone operator, office messenger, kitchen staff and gardener
Maintaining a database of important contacts as well as a personal and confidential filing and retrieval system and letter writing, office memos.
Screen all telephone calls/enquiries with tact and discretion and direct calls to officials under whose competence a particular enquiry may fall
Provide supplies by identifying needs for the reception, drivers, and kitchen; establishing policies, procedures, and work schedules.
Maintain an inventory of the furniture and fittings. Control use of stationery by staff members
Ensure a clean and healthy office environment. This includes the supervision of gardeners to ensure that all potted plants and fresh flowers are well arranged in order to provide the office with an attractive and peaceful ambience.
Qualifications
Graduate
5 years and above working experience
Experience in managing relationships at a senior level and handling a senior level team critical requirement
Be creative and original thinker. Design strategy
Be ready to articulate client needs into product enhancement
How to Apply
If interested in the position kindly send your CV to kevin.osore@careerdirections.co.ke by C.O.B 25th March 2015, highlighting the position applied for in the Subject