Job Title:Executive/Personal Assistant
NFT Consult, a leading HR Consultancy firm, seeks to recruit for it valuable client, an FMCG Company. NFT Human Resource Solutions are customer tailored per industry requirements and are geared towards increased cost savings, process improvement leading to improved efficiency and effectiveness yet simultaneously strengthening quality and control of resources.
Job Summary: The Executive/Personal Assistant will provide secretarial and administrative support to the Managing Director.
Key Duties and Responsibilities:
1. Correspondence/ Appointment Management
- Receive and stamp all incoming mail
- Process all office correspondence and redirect where necessary.
- Work closely with the Managing Director, reply to letters/queries on behalf of the Director when appropriate.
- Answer and redirect incoming calls
- Maintaining the Director’s diaries and schedule appointments.
- Quickly resolve time conflicts arising from the diaries
- Process all the Directors cash expenditures and enter them in the vouchers
- Ensure that all directors cash expenditures are signed by the recipients of the cash
- Maintain accounts of our Eastern African customers as well as necessary export permits needed to export our commodities/livestock to them.
2. Meeting Support:
- Manage MD’s calendar and meetings including all logistics for the said meetings (venue, refreshments, types of meetings such as monthly review, weekly reviews etc).
- Routinely circulate actions and confirm completion two weeks before the meetings
- Review contents and quality of Board papers
- Confirm that all approvals are appropriately signed
- File all submissions and minutes
3. Record Management:
- Implement and maintain a well-organized secretarial function which includes a complete administrative and filing system.
- Take minutes of meetings and ensuring distribution to all concerned within the shortest time possible.
- Confirm accuracy of incoming correspondence, liaise with originators and forward once ready for signature.
- Scan documents and systematically file.
4. Travel Support:
- Book air tickets, accommodation and make transportation arrangements for travelling directors and managers.
- Confirm itinerary
- Inquire about travel visas for foreign trips and where required, make the necessary arrangements to obtain the visas.
- Assist the travelling Director/Manager with any other logistical needs and stay in touch until the traveller comes back to the home office.
Qualifications, Skills and Experience:
- All candidates should hold bachelor’s degrees in secretarial studies or related field
- Three or more years’ experience in a busy environment
- Office administration and secretarial skills
- Good typing skills.
- Good organizational skills
- High degree of confidentiality.
- Reliability.
- Good time management skills
- Computer literacy skills
- Good customer relations skills.
How to apply for the job:
All suitably qualified candidates should visit the web link below and create a profile on the NFT Consult website by entering their e-mail addresses. Please visit web link below and click Apply now if convinced you have the job requirements. The applications/CVs should be prepared in English and submitted in either MS Word or PDF format will be considered.
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