Primary Purpose of the Job: The Personal Assistant (“PA”) role is one to further enhance the CEO’s capability to expand, develop and manage the business efficiently and effectively.
The CEO’s PA from the onset must gain extensive knowledge of the company, the CEO, other key persons and all Saurus Networks’ facets (both internal, external and inter-company) and have a fundamental understanding of the company’s aims and objectives.
Complete discretion and confidentiality must be maintained at all times by the PA and an understanding that this role emulates who and what the CEO is and how he is perceived within and without the company.
The CEO’s PA may at times be required to act on behalf of the CEO (frequently being the first point of contact with clients, internal staff and other business contacts).
The CEO’s PA will be privy and have access to all the company’s confidential matters such as company set up, shareholding, staff/management compensation packages and disciplinary items, legal & financial affairs, mergers, acquisitions and many other matters.
Salary: KSH 40k-50kStart date: February 2017
Personal Assistant Job Principal Responsibilities
General Administrative duties
Screening telephone calls, enquiries and requests, and handling them when appropriate and welcoming the CEO’s guests.
Liaising with clients, suppliers, advisors, shareholders, potential partners and staff.
Organising and maintaining the CEO’s diary and making appointments, and available time for staff on a daily/weekly basis to discuss issues, problems, BD, operations and other matters (ensuring all internal staff provide daily feedback to the CEO).
Word processing, dealing with correspondence, writing emails/letters and corporate documentations/standard operating procedures/policies (further information on such detailed herein), taking dictation, typing minutes and meeting reports.
Organising and attending meetings, and arranging business trips (including flights and accommodations), ensuring the CEO is well-prepared for meetings/business trips, preparing meeting agendas in advance.
Dealing with the CEO’s incoming email, faxes and post delegating work to managers as relevant to each staff members terms of reference.
Designing and producing documents, briefing papers, reports and presentations.
Organisation of corporate & company entertainment, management meetings and events.
Devising and maintaining office systems, including data management, filing, etc.
Overseeing office management ensuring the CEO’s high standards are maintained.
Dealing with CEO’s personal matters including holidays, flights, banking, family, housing and other private matters.
Processing CEO’s business expenses and other administrative items.
Business Administrative duties
Carry out specific projects, research and administration as required by the CEO.
Present and maintain final financial documentation, management accounts, budget and other special financial reports as may be required by the CEO from time to time.
Ensuring CEO sign off of financial presentations and management accounts prior to submission to stakeholders.
Create and manage general business admin policies (including absence procedures, IT policies, etc.) as requested by CEO;
Ensure (on behalf of the CEO) that a timely payroll shall be run (cash in the right company bank account, payroll computations processed by Finance Department)
Compile and present monthly executive reports to the CEO, and the Head of Departments.
Research relating to governance, legal, accounting and tax implications where required by the CEO and in liaison with Finance and Legal departments.
Manage company assets and ensure regular maintenance
Assist with the establishment of the Company accreditations, or licences as the CEO deems appropriate for the company to join or apply for.
Company Secretarial matters
Manage business registration licence renewal, notifying the CEO of renewal dates prior to the event to ensure business compliance with local laws.
Liaison with licensing authority(s) management.
Management of all documentation collation for renewal, alteration to establishment, and new licences, including compiling presentation reports, company bio, Shareholding and Board of Directors information, and other strategic information dependent upon countries licensing authority requirements.
Any other administrative requirement to ensure complete business registration and legal compliance in all countries of operation/service as requested by the CEO (working in liaison with the FC/CFO and other internal operations/country managers).
Business Development Assistance
Do an initial review of all suggested proposals submitted by Heads of departments to confirm if it is in the business’s interest, highlighting any items for the CEO’s immediate attention with respect to information gathering from external parties.
Assist the CEO in developing proposals and in reviewing, negotiating and finalizing Joint ventures or other contractual and other third/external party requirements to submit the company’s best chance of winning proposal.
Copy Edit/Proof Read all proposals prior to submission to ensure we are maintaining the company’s and CEO’s high presentation standards.
Conduct research on items/companies/competitors/etc. as requested by the CEO.
Requirements for the Personal Assistant Job
Bachelor of Commerce Finance Degree.
At least 3 years progressively responsible experience in a secretarial role of with experience as a PA preferably to a senior manager.
Excellent written and oral communication skills in English and Kiswahili.
Excellent word processing and IT skills, including a range of software packages and comprehensive capabilities in Microsoft Office (Word, Excel, Power Point and Outlook Express.)
Typing speed of 50 wpm and audio typing proficiency.
Honesty and reliability.
Exceptional presentation skills.
The ability to work at his/her own initiative and to tight deadlines.
Flexibility and adaptability to juggle between a ranges of tasks and work out of work hours to meet deadlines.
An understanding of confidentiality issues and the use of discretion.
Strong administrative and personal assistant skills with an ability to work well in a fast paced environment, an effective planner with proven time management skills is necessary; attention to detail, personal commitment, efficiency, flexibility with great team liaison skills.
A solid knowledge of business management items from company secretarial, business registration, finance (budgets and management accounting), proposals, reports, record management and client liaison is highly desirable.
Candidate preferred in a single female between the ages of 25-30
