JOB DUTIES AND RESPONSIBILITIES:
Support to the CEO
- Work directly with the CEO to support all aspects of her daily work routine.
- Maintain the CEO’s calendar, including scheduling meetings, appointments, speaking engagements, and travel (may include domestic and international) arrangements.
Exercise discretion in committing time and evaluating needs. - Ensure efficient communication between KWCWC and the Executive and Advisory Board
- Serve as a liaison between the CEO, KWCWC staff and the public. This includes receiving and screening the CEO’s phone calls and visitors, answering a variety of questions with tact and diplomacy, taking messages, and directing calls appropriately for resolution.
- Serve as a primary point of contact between the Office of the CEO and governance groups, including helping to coordinate the work of the different groups and providing administrative support for governance meetings.
- Assist the CEO in the development of presentations for internal and external audiences.
Office Management Duties
- Ensuring efficient utilization of office supplies
- Determine priority of matters of attention for the CEO; redirect matters to staff to handle, or handle matters personally, as appropriate.
- Keep the CEO advised of time-sensitive and priority issues, ensuring appropriate follow-up.
- Routinely perform a wide variety of support duties.
- Handle printing, faxing, mail/overnight packages, copying, filing, and email/messages.
- Sort and triage mail; maintain e-mail and other address directories.
- Compose and prepare letters relating to routine correspondence for the CEO’s signature.
- Schedule departmental meetings; assist in the preparation and distribution of meeting agendas and materials.
Support to Other Offices
- Coordinate work with other KWCWC staff as needed; play a key role in the coordination of staff efforts both within and outside the department.
- Provide coordination, monitoring, and communication of projects and programs managed by the Programs Department and the KWCWC Program Management Office (PMO).
- Assist in programs activities and processes including project planning, intake, prioritization, initiation, execution, and training; as well as in fostering collaboration of end-users and key stakeholders.
- Transcribe source material, prepare documents, reports, tables and charts; distribute as appropriate.
- Prepare, reconcile, and submit expense reports.
- Maintain paper and electronic filing systems.
- Maintain confidential and sensitive information.
- Attend meetings and take notes of discussion; prepare the initial draft of minutes and summaries.
- Complete a variety of special projects including creating PowerPoint presentations, financial spreadsheets, special reports, and agenda material.
- Other additional and/or alternative duties as assigned from time to time, including supporting other departments or Executives as needed.
Education:
- Master’s degree required
- Seven to ten years’ prior experience in supporting a senior executive or team
- Excellent computer skills, including the Microsoft Office Suite (Outlook, Word, PowerPoint, and Excel)
- Exceptional writing, editing, and proofreading skills
- Excellent organization and time-management skills
Key Competencies:
- Proven experience as a back-office assistant, office assistant, virtual assistant or in another relevant administrative role
- Knowledge of “back-office” computer systems (ERP software)
- Working knowledge of office equipment
- Thorough understanding of office management procedures
- Excellent organizational and time management skills
- Analytical abilities and aptitude in problem-solving
- Excellent written and verbal communication skills
- Proficiency in MS Office
How to apply:
Kenya Women and Children Wellness Centre (KWCWC) is an equal opportunity employer committed to diversity, disability and gender equality: KWCWC does not charge any application processing, interviewing or any other fee in connection to our recruitment process
Kindly Send your application (Cover Letter and Resume) to [email protected]
NB: only shortlisted candidates will be contacted.
