Job SummaryResponsibilities
Maintain the Partners’ diary.
Book for Partners’ meetings within the office and any other engagements that they may have outside the office
Book the CLEs for the Partners and to ensure that they attain all their points
Scheduling shared calendar appointments.
Organize and plan for meetings
Book meeting rooms
Ensure cleanliness of the meeting rooms
Ensure availability of refreshments in a timeous manner
Receive Partners’ visitors and clients
Manage & maintain the Partners’ Office
Ensure cleanliness and tidiness of the Partners’ offices
Ensure availability of stationery in their offices
Ensure that the equipment in the offices is in good working conditions
Ensure that the Partners’ newspapers are in their offices in good time and that their refreshments are served on time
Organize Partners’ client entertainment
Liaise with Partner and client’s PA to schedule the appointment
Book for the venue
Arrange for payment with Accounts Department
Arrange for transport to the venue, as needed.
Manage incoming and outgoing mail
Receive, record and distribute office mail promptly
Ensure timeous delivery of all outgoing mail and returns thereof
Respond to general correspondence
Organize Partners’ travel and transport
Booking of taxis
Booking of flights, visas, airport transfers, etc
Booking of accommodation
Filing & Client Management
Thorough knowledge of files and clients
Bring up of documents as requested by the Partners
Implement an efficient bring up system
Ensure proper follow up of documents and files leaving Partners’ offices
Liaison with clerks for filing and registration, returns and feedback
Retrieval and return of library books
Other Responsibilities
Act as relief the receptionist;
Any other task that may be assigned from time to time
Education And Experience
Minimum C+ qualification in KCSE
At least a Diploma in Secretarial, Administration, or Office Management
Prior experience working as a Personal Assistant is highly desirable.
High level of confidentiality, good competencies in computer packages
Good command of written and spoken English
Smart in appearance and manner
Excellent communication skills
