Salary:
KES 50,000 per month
Job Purpose
Summit Human Resource & Marketing Group Ltd is seeking a highly organised, professional and proactive Executive Assistant to provide comprehensive administrative, coordination and executive support to the Managing Director.
The successful candidate will act as a key link between the Managing Director, clients, employees, business partners and other stakeholders, ensuring that daily activities, appointments, communication and follow-ups are efficiently managed.
Key Responsibilities
Executive Support
Manage the Managing Director\’s daily calendar, appointments and meetings.
Schedule and coordinate internal and external meetings.
Prepare meeting agendas, documents and presentations.
Take meeting minutes and follow up on agreed action points.
Remind the Managing Director of important deadlines, meetings and commitments.
Assist with planning business trips, events and appointments.
Communication & Correspondence
Handle emails, telephone calls, WhatsApp messages and other correspondence professionally.
Draft letters, emails, reports, proposals and other business documents.
Receive and respond to routine enquiries on behalf of the Managing Director.
Ensure important communication is escalated promptly.
Maintain professional communication with clients and business partners.
Business Development Support
Assist the Managing Director with client follow-ups and business development activities.
Research prospective clients, companies and business opportunities.
Maintain a database of clients, prospects and business contacts.
Follow up on proposals, quotations and pending client matters.
Assist in preparing company profiles, presentations and proposals.
Administration
Maintain organised physical and electronic records.
Prepare and maintain reports and administrative documents.
Coordinate office activities and administrative requirements.
Monitor pending tasks and ensure timely follow-up.
Assist in maintaining confidential company records.
Coordinate communication between different departments.
Client & Stakeholder Coordination
Receive and coordinate visitors and clients professionally.
Liaise with clients, suppliers, consultants and business partners.
Follow up on client requests and ensure they are directed to the relevant department.
Maintain strong professional relationships with key stakeholders.
Confidentiality
The Executive Assistant will have access to confidential business and client information and must maintain a high level of confidentiality, integrity and discretion at all times.
Qualifications & Requirements
Diploma or Degree in Business Administration, Secretarial Studies, Office Administration, Management or a related field.
Previous experience as an Executive Assistant, Personal Assistant, Office Administrator or similar role is an advantage.
Excellent written and verbal communication skills.
Strong organisational and time-management skills.
Excellent computer skills, particularly Microsoft Word, Excel, PowerPoint and email.
Good knowledge of professional business communication.
Ability to manage multiple tasks and priorities.
High level of professionalism and attention to detail.
Ability to work independently and take initiative.
Strong follow-up and coordination skills.
Must be trustworthy, presentable and discreet.
Personal Attributes
The ideal candidate should be:
Professional and well presented.
Highly organised.
Proactive and self-motivated.
Reliable and punctual.
Confident when communicating with senior executives and clients.
Discreet and trustworthy.
Detail-oriented.
Flexible and adaptable.
Able to work under pressure.
Excellent at following up and getting things done.
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