Brief Description
The Job holderwill be responsible for professional running of the office of the Chief as afirst point of contact for external and internal stake holders at KQ and tomanage the calendar and provide efficient and effective administrationservices.
Detailed Description
Managing confidential dataand files ensuring only authorized persons have access
Controls the diary for theChief by scheduling meetings and appointments.
Preparing officialcorrespondences for the Office of the Chief.
Assist in organizing KQlaunches, eg, Expos; staff forums.
Draw the administrationexpense budget and ensure utilization is within the set budget and lead costcontrol for the office
Attend and take minutes inscheduled meetings
Ensure the Chief is equippedwith necessary documentation to proceed with meetings
Ensure timely scheduling ofmeetings for both internal staff and external parties
Compile minutes duringmeetings and follow up for actions.
Liaise with various keystakeholders to resolve queries/complaints raised by both internal and externalclients as well as suppliers
Manage any outstanding/escalated issues that affect the business
Monitor, analyze andrecommend solutions to resolve client service issues.
Managing incoming andoutgoing communication including but not limited to logging, distribution,filing and facilitating timely feedback.
Maintain a high level ofconfidentiality of the office documents /files to ensure availability and up todate & accurate information.
Handling administrativeissues – responding to office correspondence in good time.
Job Requirements
Diploma certificates in Secretarial/Office Administration
Secretarial Skills Development Course
Time Management course
Supervisory Management Course
Performance Management Training
Computer Application Packages i.e. MS Word, MS Excel, Power-point
5years working experience as Personal Assistant role in high level offices
Essential skills for PAs and Office Managers.
Additional Details
Ability to prioritize andmanage multiple tasks.
Administration skills
Accuracy and attentive
Written and Verbalcommunications skills
Ability to workindependently
Reliability,responsibility, trustworthiness, loyal and flexible.
Efficiency andeffectiveness
Time Management
Demonstrate competence inoffice management
Good interpersonalskills.
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