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Executive Secretary

Amsol
Nairobi, Kenya

Salary rangeConfidential | Contract type: Permanent

You have 10 days left to apply for this job.

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Job Summary

Africa Management Solutions Limited (AMSOL) is an HR Management Consulting and Recruitment company in Kenya. We offer total staffing solutions ranging from basic recruitment, hr outsourcing, payroll processing, organizational restructuring, to project management. Our services help organizations acquire the right human assets and implement effective processes to ensure organizational objectives are achieved with ease and speed.

Our Client, seeks to recruit a highly efficient and proactive EXECUTIVE SECRETARY to manage the office of the Secretary-General (CEO) and administrative function, in providing executive support to senior management. The successful candidate will be responsible for the following;
Minimum Qualifications
  • Bachelor’s degree in Business Administration, Communications or equivalent.
  • Relevant work experience in offering executive office support.
  • Fluency in written and oral French plus English is a MUST

Responsibilities

Office Functions

  • Arrange ticketing at least one week before a trip and provide information on weather conditions at the destination. On return, ensure trip reconciliation within 24 hours of return from the trip
  • Arrange visa to be ready for trip at least two weeks before the trip. Ensure reconciliation of visa receipts within 24 hours of payment for the visa.
  • At least 2 days before a trip, per diem and any documents (e.g. working documents, magazines) to be carried for any meeting to be ready and handed to SG.
  • Send out accurate invitations for meetings at least 30 days before Executive Committee (EXC) or Annual General Assembly (AGA)
  • At least two days before meetings, water/refreshments and other logistics to be ready
  • Write minutes as directed and the minutes be completed within 3 working days from the end of the meeting
  • Maintain up-to-date and accurate contact details for CEOs, partners, and invitees to clients AGAs and other events. A hard copy of the updated list of CEOs to be given to the Secretary-General every first week of each month
  • Ensure signed Minutes of EXC and AGA meetings are filed and readily available at all times
  • Ensure minutes of EXC are sent to the Chairman within 2 weeks of EXC meetings and sent to all EXC members within 2 working days of receipt from the Chairman.
  • Prompt the Secretary-General (SG) about an actionable matter arising from EXC/AGA meetings according to timelines in Summary Decisions
  • Each time there is a new member CEO appointed or key industry partners or regional international organization, draft a congratulatory letter for the Secretary-General to sign within 2 days of receipt of the information
  • Carry out translations into French as directed before 30 days to the relevant meeting (EXC or AGA)
Administrative Functions

  • Application for renewal of contract to be made at least two months before the expiry date of the contract
  • Observe clients working hours especially that work starts at 0830 hours at all times
  • Answer the phone within the first 3 rings
  • Within 24 hours before a trip, ensure that a memo about the Director/Manager designated to act in the absence of the SG is signed and distributed to staff
  • Dress smartly and decently during working hours
  • Maintain office area in a neat and tidy manner at all times and ensure chronological and regular filing of documents at least within 12 hours of completion of tasks
  • Maintain an accurate diary of SG meetings every Monday or if it is a holiday, the next working day

Relations
  • Work cooperatively with other staff whenever carrying out your duties
  • Arrange presents and gifts for CEOs and other senior guests visiting clients offices at least two days before the visit.

Quality Objectives

  • Must be calm and be able to work under pressure for example during conferences/meetings
  • Maintain confidentiality in all matters pertaining to the office of the SG
  • Ensure that the office area is not unduly noisy during working hours
  • Report incidences of indiscipline by staff such as absenteeism, poor timekeeping, the poor performance of duties whenever they occur
  • Any other duties as you may be allocated by your supervisor from time to time.

Job Requirements

Required education: Bachelor's degree
Required relevant work experience: 5 years
Required languages: French (Spoken: fluent | Written: fluent)English (Spoken: fluent | Written: fluent),

Mandatory attachments

Please have a scan or photo of these documents ready when you start the application:

Self-prepared CV file - the employer wants to see a CV that you have prepared yourself
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