Personal Assistant

Nairobi, Nairobi Area 7 October (updated)

Best Home Interiors

  • Description

    Our Director of Business Development is looking for a committed, smart, sharp, diligent, competent, energetic and motivated individual who has exceptional time management, organization and communication skills to work closely with him and help coordinate and manage the administrative day to day operations of the company.

    The ideal candidate will be experienced in handling a wide range of administrative and executive support related tasks and will be able to work under very tight timelines, manage high levels of pressure and work closely with both the Directors and key staff. This person must be exceedingly well organized, flexible on timings, and enjoy the administrative challenges of supporting multitasking Business Development Director on a variety of tasks.

    The successful candidate will assist the Business Development Director as well as other directors and managers to strategize, plan, coordinate and implement programs and projects.

    Main Responsibilities
    • Completes a broad variety of administrative tasks for the Business Development Director including: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for meetings.
    • Plans, coordinates and ensures the Business Development Director's schedule is followed and respected. Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the Business Development Director's time and office.
    • Communicates directly, and on behalf of the Business Development Director, with other senior management staff, stakeholders, employees, and others, on matters related to MD's programmatic initiatives.
    • Researches, prioritizes, and follows up on incoming issues and concerns addressed to the MD, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
    • Provides a bridge for smooth communication between the Business Development Director and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
    • Works closely and effectively with the Business Development Director to keep him well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the Business Development Director updated.
    • Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special tasks for the Business Development Director, some of which may have organizational impact.
    • Successfully completes critical aspects of deliverables with a hands-on approach
    • Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.

    Job Description
    • Acting as a first point of contact: dealing with correspondence and phone calls.
    • Attend to appropriately including consulting with relevant authorities
    • Make appropriate decisions in daily office matters, handling emergencies effectively and efficiently.
    • Plan, manage and coordinate the Director of Business Development’s calendar to ensure all activities are executed.
    • Prepare reports, presentations, briefing papers, and other documents required by the Director of Business Development.
    • Prioritizing and following up on incoming inquiries, issues or concerns including those of a sensitive or confidential nature and determine the appropriate course of action (in consultation with the director as appropriate)
    • Maintaining client relationships at the appropriate level and continuously addressing their needs and interests.
    • Creating and maintaining office systems including data management.
    • Act as a secretary in meetings chaired by the Director of Business Development.
    • Work with Director of business development to support the co-ordination of field teams.
    • Assist in managing the planning and implementation of projects within an agreed cost, timeframe, quality standard and scope.
    • Developing short, medium and long-range plans to achieve strategic objectives
    • Creating business plans, case studies and research proposals.
    • Ultimately responsible for compliance towards agreed deadlines and deliverables through decision making, problem solving, nurturing communication and collaboration and executing professional acumen on large size projects or several projects simultaneously.
    • Following up with key contributors to the Director’s projects and maintaining the timeline around deliverables and keeping the projects on task.
    • Prepare reports on team and project progress
    • Track budgets and prepare reports
    • Act as liaison between client and project team
    • Monitoring program and project performance of both internal and external service providers
    • Send clear communication to various stakeholders
    • Manage communication between field, headquarters and our overseas partners.
    • Reminding the manager/executive of important tasks and deadlines
    • Closely monitor the performance of the sales force, reporting regularly on departmental KPIs;
    • Responsible for project administration
    • New customer registration.
    • Work closely with regional managers to co-ordinate regionally available resources in support of the sales force.
    • Liaise with customer care frequently to understand customer sentiment and report back to senior management.

    Qualifications
    • Must have very keen attention to detail
    • Should be assertive
    • A sociable character
    • Confident and a good communicator
    • Very strong writing skills
    • Strong administrations skills
    • Must have very good computer skills
    • Strong emotional maturity
    • A good team player
    • Proficient in English and Kiswahili
  • Number of vacancies: 1
  • Requirements

  • Minumun level of education: Vocational
  • Years of experience: 3
  • Language(s): Swahili ,English ,
  • Availability for travel: Yes
  • Availability for change of residence: No

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Ad summary

  • Personal Assistant

  • Recruiter

    Best Home Interiors

  • Location

    Nairobi, Nairobi Area

  • Work type

    Full Time

  • Type of contract

    Permanent contract

  • Salary

    Negotiable

  • Apply now

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