About this role
Executive Assistant To The Managing Director
- Job Type Full Time
- Qualification BA/BSc/HND , Diploma
- Experience
- Location Nairobi
- Job Field Administration / Facilities
- Salary Range KSh 30,000 - KSh 50,000/month
Salary: KES 50,000 per month
Job Purpose
- Summit Human Resource & Marketing Group Ltd is seeking a highly organised, professional and proactive Executive Assistant to provide comprehensive administrative, coordination and executive support to the Managing Director.
- The successful candidate will act as a key link between the Managing Director, clients, employees, business partners and other stakeholders, ensuring that daily activities, appointments, communication and follow-ups are efficiently managed.
Key Responsibilities
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Executive Support
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Manage the Managing Director's daily calendar, appointments and meetings.
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Schedule and coordinate internal and external meetings.
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Prepare meeting agendas, documents and presentations.
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Take meeting minutes and follow up on agreed action points.
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Remind the Managing Director of important deadlines, meetings and commitments.
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Assist with planning business trips, events and appointments.
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Communication & Correspondence
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Handle emails, telephone calls, WhatsApp messages and other correspondence professionally.
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Draft letters, emails, reports, proposals and other business documents.
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Receive and respond to routine enquiries on behalf of the Managing Director.
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Ensure important communication is escalated promptly.
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Maintain professional communication with clients and business partners.
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Business Development Support
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Assist the Managing Director with client follow-ups and business development activities.
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Research prospective clients, companies and business opportunities.
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Maintain a database of clients, prospects and business contacts.
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Follow up on proposals, quotations and pending client matters.
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Assist in preparing company profiles, presentations and proposals.
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Administration
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Maintain organised physical and electronic records.
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Prepare and maintain reports and administrative documents.
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Coordinate office activities and administrative requirements.
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Monitor pending tasks and ensure timely follow-up.
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Assist in maintaining confidential company records.
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Coordinate communication between different departments.
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Client & Stakeholder Coordination
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Receive and coordinate visitors and clients professionally.
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Liaise with clients, suppliers, consultants and business partners.
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Follow up on client requests and ensure they are directed to the relevant department.
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Maintain strong professional relationships with key stakeholders.
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Confidentiality
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The Executive Assistant will have access to confidential business and client information and must maintain a high level of confidentiality, integrity and discretion at all times.
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Qualifications & Requirements
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Diploma or Degree in Business Administration, Secretarial Studies, Office Administration, Management or a related field.
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Previous experience as an Executive Assistant, Personal Assistant, Office Administrator or similar role is an advantage.
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Excellent written and verbal communication skills.
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Strong organisational and time-management skills.
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Excellent computer skills, particularly Microsoft Word, Excel, PowerPoint and email.
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Good knowledge of professional business communication.
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Ability to manage multiple tasks and priorities.
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High level of professionalism and attention to detail.
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Ability to work independently and take initiative.
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Strong follow-up and coordination skills.
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Must be trustworthy, presentable and discreet.
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Personal Attributes
The ideal candidate should be:
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Professional and well presented.
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Highly organised.
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Proactive and self-motivated.
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Reliable and punctual.
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Confident when communicating with senior executives and clients.
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Discreet and trustworthy.
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Detail-oriented.
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Flexible and adaptable.
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Able to work under pressure.
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Excellent at following up and getting things done.
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