Executive Assistant to the Director Job in Mombasa Kenya

Position: Executive Assistant to the Director
Duty Station: Mombasa

Job Summary: The incumbent shall be responsible for providing executive support in a one-on-one working relationship with the Director, assisting him by taking on tasks such as managing his calendar, planning meetings and conferences, making travel arrangements and managing correspondence among other things so as to allow him to attend to other business needs. 

The Executive Assistant shall serve as the primary point of contact for internal and external parties on all matters pertaining to the office of the Director.


S/he will use experience, industry knowledge and business savvy, particularly when dealing with difficult clients and situations, drafting correspondence, compiling reports and anticipating business needs, and will need to work well under stress to meet tight deadlines and deal with long hours of work and/or challenging situations. 
The executive assistant will be based in the corporate office environment, though movement for purposes of special projects, errands and assignments for the Director will be part of the job.

Main Duties
  • Organizing and maintaining the Director’s diary, making appointments/meetings and keeping him updated, well-prepared and on time for the same
  • Screening phone calls, enquiries and requests, and handling them when appropriate
  • Meeting, greeting and screening visitors at all levels of seniority on behalf of the Director and guiding them accordingly
  • Printing hard copy documents for the Director’s perusal as and when need be
  • Dealing with incoming correspondence, prioritizing the same, and corresponding on behalf of the Director when requested to do so
  • Devising and maintaining office systems, including data management and filing
  • Arranging travel, visas and accommodation and, occasionally, travelling with the Director to take notes or dictation at meetings or to provide general assistance during presentations
  • Carrying out background research and presenting findings when requested to do so
  • Producing documents, briefing papers, reports and presentations
  • Liaising with clients, suppliers and other staff for the purpose of the Director’s office
  • Ensuring the Director’s workspace is clear of clutter and is neatly organized at all times
  • Organizing and coordinating executive outreach and external relations efforts and overseeing special projects
Personal Qualities & Behavioral Traits
  • Very pro-active and helpful
  • Result-oriented and driven individual who pays high attention to detail
  • Problem solver, optimistic and enjoys assertive communication
  • Highly organized, flexible, resilient and adaptable
  • Ability to maintain a realistic balance among multiple priorities and to work extra hours to meet deadlines
  • Perceptive with the ability to think ahead and anticipate the Director’s needs/requirements
  • Ability to supervise and organize efficiently and effectively and manage resources
  • Ability to communicate and excellent interpersonal skills
  • Very reliable and highly responsible, enough to inspire confidence that tasks will be taken care of correctly and on time
  • Ability to exercise good judgment in a variety of situations
  • Strong time-management skills, a good work ethic and high integrity
  • Energetic with strong problem-solving skills
  • Ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion
  • Patient, pleasant and very professional at all times
  • A quick learner with a willingness to learn and to be trained
  • Fluent written and spoken English and Kiswahili
  • Very honest and reliable
  • Very discreet with an understanding of confidential matters
Interested qualified candidates are encouraged to click on the link below to apply:

“We are an equal opportunity employer”

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