Personal Assistant and Office Manager

Personal Assistant and Office Manager

Summary: Our client is a large scale urban development firm keen on making a significant contribution to Kenya’s renewed growth in economic and social development.
They hold a visionary concept aiming to shift urban development in Kenya from the familiar single node model to a decentralized urban environment.

They are looking to recruit a Personal Assistant to the Managing Director who will also serve as the Office Manager.

• The incumbent will be required to provide professional support to the East African MD and manage day to day administrative functions.Key Responsibilities
• Organize and maintain the MD’s diary and make appointments.
• Arrange for flawless local and international travel, accommodation and visa arrangements as well as prepare weekly and monthly travel reports in coordination with the Office Assistant.
• Develop and maintain a contact database for clients, vendors, key stakeholders, regulators, etc. and ensure that this is updated on a regular basis.
• Ensure all documents from CEO’s office are professionally styled and presented in accordance with corporate standards.
• Verify all departmental /MD bills and expense claims and forward to Finance for payment.
• Ensure that all physical and electronic records including company documents are safely kept and a record of the same retained at all times.
• Create and maintain a database of Annual Financial Reports for key sectors such as banks, publicly listed companies, stockbrokers and real estate firms. In addition, maintain a library with all relevant publications and reference materials.
• Arrange and coordinate corporate and staff events including conferences.
• Manage support staff and administrative corporate services providers including catering, office vehicle, cleaning services, etc.
• Produce and distribute documents, briefing papers, corporate reports, minutes and presentations as and when needed.
• Deal with routine and non-routine correspondence.
• Handle personal requests of the assigned individual with time permitting.
• Act as interim HR coordinator.

Qualifications and Competencies

• Degree / Diploma in Business Administration / Secretarial
• Minimum 3 years of practical experience in a similar position; international exposure will be a plus.
• High level computer proficiency. Mac experience helpful. PowerPoint proficiency also key.
• Professional typing speed.
• Excellent speaking and writing skills in English and Swahili. Knowledge of a foreign language of any European country will be an added advantage.
• Strong analysis skills, including recognizing and solving problems, without active supervision.
• Excellent organizational skills and confidentiality.
• Strong interpersonal skills and positive attitude.
• Ability to work in a team and under pressure. 

How to Apply

Send your application including a cover letter indicating your desire to work with our client; a detailed CV highlighting relevant experience, details of current and expected salary, a daytime phone contact, email address, and the names of three professional referees by close of business Monday 22nd June 2015.Adept Systems
Management Consultants
P O Box 6416, Nairobi,
GPO 00100

Email: recruit@adeptsystems.co.keOnly short listed candidates will be contacted.
Please note that we do not charge fees for receiving or processing job applications.