Job Description
Executive Assistant – KTNA 9
Job Title: Executive Assistant
Reports to: Manager, HR & Administration
Duty Station: Nairobi
Purpose for the Job
To provide, perform, coordinate, and oversee high-level office administrative
duties to ensure that services are provided in an effective and timely manner.
Duties and Responsibilities
i. Review correspondence, reports and official documents and ensure
adherence to administrative guidelines and overall quality of outputs
requiring the Executives signature.
ii. Maintain effective communication channels and ensure quality and
timelines of information emanating from the office, independently decides
and follows through information as necessary.
iii. Manage meeting appointments, and itinerary as per the respective office.
iv. Coordinate travel arrangements as the executive’s itinerary.
v. Develop and maintain relevant records and retrieval of files/documents
for easy access and security.
vi. Develop an extensive network of contacts at senior levels, both internally,
externally and government officials.
vii. Oversee office calendars of events, plan and coordinate meetings and
take minutes on need basis.
viii. Manage the incoming mail process, sort and route all mail to the
respective office.
ix. Respond to telephone inquiries to the executive’s office, and guide the
caller to the appropriate officers.
x. Undertake such other duties as may be reasonably required and which are
consistent with the level of responsibility of this job role.
Minimum Academic, Professional Qualifications and Experience
i. Diploma in Secretarial studies or other relevant Diploma from a recognized
institution.
ii. Must meet the provisions of Chapter Six of the Constitution.
iii. Relevant experience shall be an added advantage