Summary about the role. The Office Administrator/Personal Assistant shall be responsible for:
? Assisting in the management and organization of the CEO calendar by scheduling appointments, meetings, engagements, and daily activities including running errands.
? Coordinating office activities, and operations and ensuring cleanliness of Office premises.
Roles and Responsibilities • Act as liaison between the director's internal and external parties including clients, suppliers, and staff.
• Managing an active calendar of meetings and appointments for the director.
• Prioritize and follow up on issues and concerns addressed to the CEO including those of a sensitive or confidential nature and determine appropriate course of action.
• Maintain schedule of key contributors of the director's project and tasks.
• Arrange travel schedule and prompt reservations for the director and family.
• Maintain cleanliness of the office and work stations, Procurement of office tea and snacks
• Maintaining a proper filing system for service level agreements.
• Coordinate office activities and operations to secure efficiency and compliance to company policies.
• Schedule and coordinate internal and external meetings, ensuring all logistical arrangements are in place.
• Prepare meeting agendas, take minutes, and distribute relevant documents.
• Facilitate travel arrangements for staff, including booking flights, accommodations, and transportation.
• Manage phone calls and correspondence (e-mail, letters, packages etc.)
• Track stocks of office supplies and place orders when necessary.
• Distribute relevant information to staff and ensure timely responses to inquiries.
• Maintain accurate and organized records, both electronic and hard copy.
• Manage document filing, archiving, and retrieval systems for easy accessibility.
• Greet and assist visitors, ensuring a positive experience.
• Manage the sign-in process and provide necessary information to visitors.
• Assist in the preparation and monitoring of the administrative budget.
• Process invoices, expense claims, and other financial transactions related to administration.
• Receiving and directing guests to respective offices.
• Renewal of Business and other Statutory Certificates and Payments like the County, KRA and personal bills.
• Ensure compliance with health and safety regulations within the office.
• Implement measures to create a safe and secure working environment.
• Liaise with external service providers and vendors to ensure service delivery and resolve issues.
• Coordinate staff welfare activities, events, and initiatives.
• Address staff queries related to administration and office facilities.
• Procurement of general office supplies and stationery.
• Managing and controlling petty cash.
• Other duties and responsibilities as assigned.
Academic and Professional Qualifications ? Bachelor's Degree: A higher education degree is preferred, especially in fields such as business administration, communications, or office management.
? Certification Programs: Certifications specifically designed for administrative professionals is a plus.
? Fluency in English and Swahili.
? Well-developed and mature professional interpersonal skills; ability to interact effectively with colleagues at all organizational levels.
? Exceptional quality time management and problem-solving skills.
? Ability to handle confidential and sensitive information.
