Executive Assistant To The Managing Director

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

Executive Support

• Manage the Managing Director\'s daily calendar, appointments and meetings.
• Schedule and coordinate internal and external meetings.
• Prepare meeting agendas, documents and presentations.
• Take meeting minutes and follow up on agreed action points.
• Remind the Managing Director of important deadlines, meetings and commitments.
• Assist with planning business trips, events and appointments.

Communication & Correspondence

• Handle emails, telephone calls, WhatsApp messages and other correspondence professionally.
• Draft letters, emails, reports, proposals and other business documents.
• Receive and respond to routine enquiries on behalf of the Managing Director.
• Ensure important communication is escalated promptly.
• Maintain professional communication with clients and business partners.

Business Development Support

• Assist the Managing Director with client follow-ups and business development activities.
• Research prospective clients, companies and business opportunities.
• Maintain a database of clients, prospects and business contacts.
• Follow up on proposals, quotations and pending client matters.
• Assist in preparing company profiles, presentations and proposals.

Administration

• Maintain organised physical and electronic records.
• Prepare and maintain reports and administrative documents.
• Coordinate office activities and administrative requirements.
• Monitor pending tasks and ensure timely follow-up.
• Assist in maintaining confidential company records.
• Coordinate communication between different departments.

Client & Stakeholder Coordination

• Receive and coordinate visitors and clients professionally.
• Liaise with clients, suppliers, consultants and business partners.
• Follow up on client requests and ensure they are directed to the relevant department.
• Maintain strong professional relationships with key stakeholders.

Confidentiality

• 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.

Qualifications & Requirements

• Diploma or Degree in Business Administration, Secretarial Studies, Office Administration, Management or a related field.
• Previous experience as an Executive Assistant, Personal Assistant, Office Administrator or similar role is an advantage.
• Excellent written and verbal communication skills.
• Strong organisational and time-management skills.
• Excellent computer skills, particularly Microsoft Word, Excel, PowerPoint and email.
• Good knowledge of professional business communication.
• Ability to manage multiple tasks and priorities.
• High level of professionalism and attention to detail.
• Ability to work independently and take initiative.
• Strong follow-up and coordination skills.
• Must be trustworthy, presentable and discreet.

Personal Attributes

The ideal candidate should be:

• Professional and well presented.
• Highly organised.
• Proactive and self-motivated.
• Reliable and punctual.
• Confident when communicating with senior executives and clients.
• Discreet and trustworthy.
• Detail-oriented.
• Flexible and adaptable.
• Able to work under pressure.
• Excellent at following up and getting things done.