Executive Assistant

Company Description.
Employd Staffing Solutions Ltd is a comprehensive Human Capital Consultancy firm based in Nairobi County, Kenya. Our core HR activities include Recruitment, Labour Outsourcing, Payroll Management, and Employee Trainings. We build fruitful relationships with our clients and always aim to add value to their business by improving the efficiency of their HR activities and increasing the return on their Human Capital spend.

Key Responsibilities:
Provide dedicated substantive support and assistance to the Senior Management Team.
Receive and disseminate related information to external and internal clients as and when required.
Raising all payments that relate to MD & Executive management Offices;
Coordinate the logistics of Senior Managers i.e. Booking meetings, preparing documentation and board reports.
Business letter writing and minute taking as and when required.
Preparing for, meeting and greeting visitors to the office, anticipating needs and setting a professional yet warm and welcoming tone
Actively participate in organizing & executing events when required;
Handle administrative duties relating to the MDs office and executive management offices
Assist in processing of travel documents, passports and special passes for staff on a request basis.
Liaising with Finance and Administration in procuring goods and services.
Maintain an up-to-date log of all staff travel in regard to the Travel Policy.
Maintain and provide monthly reports of staff travel to HRM.
Maintain an up-to-date record of the Company account with the Travel agent and any issues that may arise from time to time.
Liaising with Finance and Administration on the preparation of Local Purchase Orders (LPO’s) on valid requests from clients.
Handle staff and guests travel and accommodation arrangements.
Maintain proper filing and documentation of all records.
Log on the utility on the MD’s car/company car when used for staff travel.
Custodian of the MD’s office, boardroom and projectors and ensure general office is in order.
Handle logistics for shipment.
Maintain the MD’s diary and diary of executive management
Leave records management and monthly reporting.
Qualifications.
Diploma in Business management.
Minimum 4 years’ experience in general Administration with at least 2 years as Executive assistant
Business communication skills with ability to build trust and confidence with senior management
Skills in Front office management, Office administration, People engagement, Business communication, Presentation skills, Report writing
Good telephone etiquette
Knowledge of Microsoft office, Ticketing, Logistics and procurement
Good telephone etiquette
People skills and also ability to maintain confidentiality
Efficient with good organization skills
Cross-cultural experience, understanding, and sensitivity.
Excellent interpersonal and written and oral communication skills.
Computer literate, with a high degree of proficiency and productivity.
Flexible and agile.