Personal Secretary Job in Kenya

Our client a manufacturing firm is seeking to recruit a dynamic, presentable, well spoken and organized Personal Secretary to manage all secretarial and administrative functions to the Managing Directors Office.

Duties & Responsibilities:
  • Devising and maintaining office systems, including data management and filing
  • Arranging travel, visas and accommodation for the management.
  • Take notes or dictation at meetings or to provide general assistance during presentations;
  • Take minutes of meetings accurately, using short-hand when required and type these into a formal document as and when required;
  • Screening phone calls, inquiries and requests, and handling them when appropriate;
  • Meeting and greeting Directors visitors at all levels of seniority;
  • Organizing and maintaining diaries and making appointments in a pro-active and efficient manner.
  • Dealing with all incoming and outgoing email, faxes, memos and post, often corresponding on behalf of the Director;
  • Carrying out background research and presenting findings;
  • Producing documents, briefing papers, reports and presentations;
  • Organizing and attending meetings and ensuring the Director is well prepared for meetings;
  • Liaising with clients, suppliers and other staff.
  • Printing, photocopying, binding documents.
  • Managing all confidential documents for the Managements office.
  • Ordering stationary and other supplies for the Directors office.
  • Organize the email filing systems of the Directors and file appropriately;
  • Organize the soft-filing systems of the Directors and file appropriately;
  • Organize the hard filing systems of the Directors and file appropriately;
  • Organize the standard travel requirements of the Directors and plan their itinerary in advance, saving as much time and expenditure as possible;
  • Organize the diaries of the Directors based on all information from emails, meeting requests, memos, travel itineraries, etc in a user-friendly (i.e. by the Directors) format;
  • Any other duties assigned by the Director.
Qualifications
  • Relevant Experience  in Finance & strategic  management
  • Degree/Masters in Business related  course
  • A minimum of 3 to 5 years experience within a personal secretarial function
  • Proficient in MS Office Suite (extensive understanding of PowerPoint, Excel)
  • Excellent English language and grammar skills – written and verbal;
  • Excellent communication skills – written and verbal;
  • Foreign language would be added advantage
Qualified candidate should  urgently send their c.vs to: frank.vacancies@yahoo.com 

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