Applications are hereby required from suitably qualified candidates to fill the above vacant position

Job Purpose: This is a key role which provides effective and efficient support to the Chief Executive Officer and the Senior Management team through management of information and documentation flow, organization of/preparation for meetings and follow-up on actions required and deadlines/commitments made.

The Executive Assistant ensures full confidentiality in all aspects of assignment.

Key Responsibilities
Efficient and discreet management of the Chief Executive Officer’s schedule, administration of meetings, appointments and briefings.
Organization of regular and ad-hoc meetings; preparation of meeting minutes/summaries of actions to be taken;
Coordination of/preparation of relevant documentation/background notes for meetings organized
Tracking of progress on agreed issues; follow-up with focal points on deadlines, commitments made, actions taken and coordination of submission of Senior Management’s reports in preparation for relevant meetings
Screening of incoming communications, filter outgoing correspondence for the Chief Executive Officer’s signature, clearance and further action by other staff; wherever needed. Adherence to appropriate protocol and correspondence guidelines when communicating with business partners and all stakeholders.
Administration of travel for CEO as required, including itinerary, hotel reservations, preparation of travel authorizations, processing requests for visas, and other documents, etc.
Maintenance of the filing/archiving system ensuring safekeeping of confidential materials.
Coordination of the information flow and dissemination of interoffice communication to staff as required.
Draft routine correspondence and interoffice memos, general briefing notes, documents, reports when required.
Attend any internal meetings as requested and take minutes
Responsible for welcoming all visitors for the CEO’s office and being helpful to them at all times
Ensures that all follow-on phone calls, correspondence and paperwork, is completed in a correct, organized and thorough manner

Person Specification
Advanced post secondary professional qualification in Secretarial studies.
At least five (5) years of progressively responsible secretarial, administrative or operational professional experience preferably at a similar level
Fluency in both oral and written English and Kiswahili is required
Proficient in the use of office equipment and Microsoft Office applications as well as web based management systems. Proficiency in Microsoft PowerPoint and Excel is a must.
Strong ability to establish priorities, work within tight timelines and multi-task
Able to work under minimal supervision with high level of resilience
Individual with integrity, good team player with strong interpersonal skills demonstrated by the ability to work in a multicultural, multiethnic environment with sensitivity and respect for diversity
Ability to perform a broad range of activities pertaining to the job, including data/ schedule management, maintenance of protocol, information flow.
Ability to handle information and documents with confidentiality
Consistently approaches work with energy and a positive, constructive attitude
Ability to remain calm and in control under pressure
Ability to demonstrates openness to change and ability to manage complexities

If you can clearly demonstrate your ability to deliver the role requirements, please submit your application and detailed CV indicating your current and expected remuneration three (3) referees, two of which should be former supervisors/employers

How to Apply
Kindly forward your application to Recruitment@Uchumi.com indicating the position of interest as the subject.