personal Assistant to the CEO

POSITION SUMMARY 

personal0 Assistant to the CEO at East Africa National Distribution S.C is responsible for providing high-level administrative support to the CEO, ensuring the smooth and efficient operation of the executive office. The Assistant will manage the CEO’s schedule, coordinate meetings, handle communications, and assist with special projects. This role requires exceptional organizational skills, discretion, and the ability to manage multiple tasks in a fast-paced environment.

DUTIES AND RESPONSIBILITIES

1. Administrative Support:

   • Manage the CEO’s daily schedule, including arranging meetings, appointments, and travel plans.

   • Prepare and edit correspondence, reports, presentations, and other documents for the CEO.

   • Handle incoming and outgoing communications on behalf of the CEO, ensuring timely and accurate responses.

   • Organize and maintain the CEO’s files, records, and documents, ensuring confidentiality and easy retrieval.

2. Meeting Coordination:

   • Coordinate and prepare materials for meetings, including agendas, presentations, and minutes.

   • Assist in organizing executive team meetings, board meetings, and other high-level events.

   • Track follow-up actions and ensure that deadlines are met for tasks assigned during meetings.

   • Serve as a liaison between the CEO and other departments, ensuring smooth communication and coordination.

3. Project Management Support:

   • Assist the CEO in managing special projects, including research, data collection, and analysis.

   • Monitor project timelines and progress, providing regular updates to the CEO.

   • Collaborate with other team members to ensure the successful completion of projects.

4. Communication and Relationship Management:

   • Act as a point of contact for internal and external stakeholders, representing the CEO with professionalism and courtesy.

   • Build and maintain positive relationships with key stakeholders, including board members, executives, and external partners.

   • Ensure that the CEO is well-prepared for meetings and events, providing briefings and background information as needed.

5. Travel and Event Planning:

   • Arrange travel itineraries, accommodations, and logistics for the CEO’s business trips.

   • Plan and coordinate events, conferences, and executive off-sites, ensuring all details are handled efficiently.

   • Prepare travel expense reports and manage reimbursement processes.

6. Confidentiality and Discretion:

   • Handle sensitive and confidential information with the utmost discretion and integrity.

   • Ensure that all communications and documents are managed in compliance with company policies and legal requirements.

7. Support to Senior Management:

   • Provide administrative support to other senior executives as needed, ensuring alignment with the CEO’s directives.

   • Assist in coordinating cross-functional activities and initiatives within the executive team.

PERSONS SPECIFICATIONS 

Education: 

• Bachelor’s degree in Business Administration, Management, Communications, or a related field.

• Additional qualifications in office management or executive assistance are a plus.

• A minimum of 3years of experience in an executive assistant role or similar position, preferably supporting chief executives.

• Experience in the cement, construction materials, or related industries is advantageous.

• Proven track record in managing complex schedules, handling confidential information, and supporting high-level executives.

Experience:  

Knowledge, Skills, Competence:

• Exceptional organizational and time management skills, with the ability to prioritize tasks and manage multiple responsibilities.

• Excellent written and verbal communication skills, with attention to detail and accuracy.

• Strong interpersonal skills, with the ability to interact effectively with senior executives, board members, and external stakeholders.

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.

• High level of professionalism, discretion, and integrity in handling sensitive information.

• Ability to work independently, takes initiative, and anticipates the needs of the CEO.

• Flexibility and adaptability in a fast-paced and dynamic work environment.