Personal Assistant Job at PeopleFit Africa Ltd

On Tuesday, April 23rd, 2013
Personal Assistant to the MD
Company Description
Our client is a well renowned travel and tours company based in Kenya with over 60 years experience in the industry.
Job Description
  • To effectively manage the MD’s diary by prioritizing meetings and appointments to fit in with organizational priorities
  • Ensuring regular activities are diarized and busy diary commitments, papers and transport arrangements are managed effectively including producing a daily folder with diary, necessary papers etc. and troubleshooting problems.
  • Conduct weekly diary meetings with the MD to discuss upcoming engagements, invitations and other requests.
  • Arranging required meetings, coordinating attendees, room bookings and refreshments
  • Preparing and circulating agendas and papers in advance of meetings
  • Minute taking, distributing minutes of meetings and following up actions identified at meetings
  • Ensure the MD is fully briefed on, or prepared for, any engagements the MD is involved in
  • Dealing with correspondence, writing letters, emails and daily management of outgoing mail. Prepare correspondence on behalf of the MD, including the drafting of general replies.
  • Ensuring prompt and effective communication between company departments and the Managing Director.
  • Updating the contacts database with relevant contacts from the Travel industry, marketing activities and client meetings.
  • Dealing with referrals, contracts and procurement in the absence of the MD keeping her informed and updated at all times. Researching, requesting and collating information on behalf of the MD.
  • Anticipate and identify potential problems in relation to issues arising, particularly when priorities can change at very short notice. Use own initiative to undertake action to minimise disruption to the scheduled workload. 
  • Maintain the meeting room and boardroom diary, ensuring the meeting room and board rooms are well stocked and prepared for occupancy.
  • Devising and maintaining office systems, including data management and filing. Keep and maintain an accurate record of papers and electronic correspondence on behalf of the MD.
  • Arranging and booking travel and accommodation, managing visa and documentation and ensuring transfers arranged for the MD (and family) for her travel. Arranging social events as and when required.
  • Respond to job application emails as much as possible, dealing with appointments, requiring Bio or photos etc
  • Filter general information, queries, phone calls and invitations to the MD by redirecting or taking forward such contact as appropriate.
  • To provide a high level of customer services to internal and external contacts, Ensure guests meeting with the MD are well taken care of.
  • To attend supervision, training and meetings as and when required. You may be required to perform other ad-hoc tasks for the organisation that may be deemed necessary.
  • Providing administrative and accounting support to for financial and procurement requirements e.g. expenses, ordering stationary etc
  • Supporting the Transport Department with management of transfer vouchers and assisting with Invoicing.
  • Supporting the Sales and Markeing Team in their preparations and submissions for RFPs. Specifically around printing and formatting documents and helping with ad hoc requests
  • Educated to degree level (A’ level education considered)
  • A minimum of four years experience as a PA/Secretary
  • Computer Literate (MS Office, Excel, PowerPoint)
  • Experience of diary management/researching and booking of travel and accommodation (essential).
  • Experience of successfully working with senior management (essential)
Additional Information
How to Apply:  
Only shortlisted candidates will be contacted
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