The ideal candidate will provide comprehensive support to the executive team, ensuring smooth and efficient operation of daily tasks. This role requires a high level of professionalism, discretion, and excellent communication skills. Proficiency in English is essential, with proficiency in Swahili and Hindi considered advantageous. The PA will play a crucial role in managing administrative tasks, facilitating communication, and maintaining effective office operations.
Core Responsibilities:
Executive Support:
Manage and maintain executive schedules, including arranging appointments, travel, and accommodation.
Organize and prioritize incoming correspondence, including emails, letters, and phone calls.
Travel planning, from booking flights and accommodations to coordinating ground transportation and creating detailed itineraries.
Coordinate meetings, conferences, and events, including logistical arrangements and preparation of materials.
Maintain accurate records and files, both digital and physical, ensuring information is easily accessible.
Handle confidential and sensitive information with discretion and confidentiality.
Communication:
Serve as the primary point of contact for internal and external communications on behalf of the executive team.
Draft and proofread correspondence, memos, and other written materials.
Facilitate communication between the executive team and various stakeholders, including clients, partners, and employees.
Office Management:
Oversee office operations, including managing office supplies, equipment, facilities and maintain efficient filing systems and procedures.
Coordinate with vendors and service providers to ensure the smooth functioning of office infrastructure.
Research and Analysis:
Conduct research on various topics as directed by the executive team.
Compile and analyse data to support decision-making and strategic planning.
Prepare briefs, summaries, and reports based on research findings.
Team Collaboration:
Collaborate with other department members of the team to streamline processes and enhance efficiency.
Provide support and assistance to colleagues as needed, fostering a positive and collaborative work environment.
Qualifications:
Bachelor’s degree or equivalent experience in a relevant field.
Proven 5 years experience in administrative support or executive assistance roles.
Prior practice in travel logistics and bookings, ensuring seamless and efficient coordination of itineraries and accommodations.
Exceptional organizational skills and attention to detail.
Strong written and verbal communication skills in English, Hindi and Swahili.
Proficiency in Microsoft Office Suite and other relevant software applications.
Ability to multitask, prioritize tasks, and meet deadlines in a fast-paced environment.
Discretion and professionalism in handling confidential information.
Strong interpersonal skills and the ability to interact effectively with individuals at all levels.
Flexibility and adaptability to changing priorities and responsibilities.
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