Personal Assistant Job Responsibilities
Support the Executive Director to follow up on action items as assigned to respective staff members or external stakeholders.
Act as liaison for the Executive Director’s office by maintaining efficient and effective communication channels between the office of the Executive Director, Council Chairman, Directors, KCC Departments and external customers.
Handle routine matters, determine and refer as appropriate.
Oversee the smooth running of outsourced support services including tea, water and cleaning services and other hospitality services as required.
Oversee the security of office records/classified materials, equipment and office machines.
Maintain inventories of office equipment and supplies, monitor utilization of consumables and requisition of additional supplies
Coordinate local and international travel for the Executive Directors.
Organize for meetings and forums under the Executive Director’s office. This includes organizing logistics such as venue (internal or external), refreshments and facilities required.
Oversee the prompt collection and delivery of incoming and outgoing mail to correct addresses for the Executive Director’s office
Sit in weekly HOD meetings, take minutes, keep records of the same and follow up on action items.
Typing documents, recording dictation in shorthand and transcribing in written form as assigned in the Executive Director’s office
Receive and screen the Executive Director’s correspondence, filing, registry, letters, reports, memos and respond to routine correspondence.
Maintain the Executive Director’s diary, calendar and schedule of appointment appropriately and inform Executive Director accordingly to approve or change.
Receive and screen incoming calls and visitors.
Qualifications for the Personal Assistant Job
Bachelor’s degree in communications, marketing, business administration or related field;
Diploma in secretarial studies will be an added advantage;
At least 5 years’ experience in a similar position; and
Experience in customer service.
Skills Required
Good public relations skills;
Ability to communicate both inside and outside the Organisation;
Ability to write complex reports
Analytical skills
Excellent knowledge of office administration in a busy office
Proficiency in ICT
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