Personal Assistant Job in Nairobi, Kenya

Job Summary

Responsible for providing the Chief Finance Officer with administrative support including typing, filing, answering telephones, taking messages, maintaining appointment calendar, making travel arrangements and other general office duties. Assumes full responsibility for all administrative duties in the Finance Office ensuring professional and timely execution of all tasks.
·         Communication skills – written and verbal
·         Good planning and organization skills
·         Ability to prioritize
·         Good problem assessment and problem solving
·         Ability to gather and monitor information
·         Good attention to detail and accuracy
·         Flexibility
·         Adaptability
·         Good customer service skills
·         Good team player
·         Responsible for daily communications including maintenance of calendar and appointments for the CFO and ensuring that schedules align with CFO’s priorities and commitments.
·         Serves as administrative liaison for all positions reporting to the CFO. Acts as the CFO’s representative and first point of contact to employees, executives, external partners and customers
·         Schedules and coordinates internal and external appointments and meetings, agenda, presentations and report preparations.
·         Compile, transcribe, and distribute minutes of meetings.
·         Attend meetings in order to record minutes
·         Provide administrative support for the completion of documentation of Board agenda items.
·         Liaise with the heads of departments to design and implement records management policies and retention schedules
·         Screening phone calls, enquiries and requests, and handling them when appropriate;
·         Dealing with incoming email, faxes and post, often corresponding on behalf of the manager;
·         Carrying out background research and presenting findings;
·         Preparing documents, briefing papers, reports and presentations;
·         Organising and attending meetings and ensuring the CFO is well prepared for meetings
·         Organize daily/ weekly departmental meetings.
·         Develop action list from department meetings. Carry out follow-up jobs according to the time schedule/ tracking assigned project steps/timetables and project documentation.
·         Devising and maintaining office systems, including data management and filing;
·         Coordinate all CFO’s travel arrangements. Arranges corporate travel and meetings by developing itineraries and agendas; booking transportation and arranging meeting accommodations. Initiates and coordinates travel schedules for all expatriates (flight, accommodation & transfers

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