Our Client, in the airline industry seeks to recruit a highly efficient and proactive EXECUTIVE SECRETARY to manage the office of the CEO and administrative function, in providing executive support to senior management.
The successful candidate will be responsible for the following:
Office Functions
Arrange ticketing at least one week before a trip and provide information on weather conditions at destination. On return, ensure trip reconciliation within 24 hours of return from 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 CEO.
Send out accurate invitations for meetings and follow up on attendance of the meetings.
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 end of meeting.
Maintain up-to-date and accurate contact details for partners and invitees to all events. Hard copy of updated list of contacts to be given to the Management every first week of each month.
Ensure signed Minutes of meetings are filed and readily available at all times
Prompt the CEO about actionable matter arising from meetings according to timelines
Draft letters as directed by CEO to be signed within 2 days of receipt of the information
Carry out translations into French as directed before 30 days to the relevant meeting
Administrative Functions
Application for renewal of contract to be made at least two months before expiry date of contract
Observe Company working hours especially that work starts at 0830 hours at all times
Answer phone within 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 CEO 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 accurate diary of CEO meetings every Monday or if it is a holiday, the next working day
Relations
Work cooperatively with other staff in different departments whenever carrying out your duties
Arrange for presents and gifts for CEOs and other senior guests visiting the Company 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 CEO
Ensure that the office area is not unduly noisy during working hours
Report incidences of indiscipline by staff such as absenteeism, poor time keeping, poor performance of duties whenever they occur
Any other duties as you may be allocated by your supervisor from time to time
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
How to Apply
Qualified and interested applicants to send their application and detailed CV, indicating current and expected remuneration to
recruitment@amsol.co.ke explicitly indicating the position “EXECUTIVE SECRETARY” in the email subject line.
