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AIG
BUSINESS TITLE: Executive Personal Assistant
DEPARTMENT: Executive
COUNTRY: Kenya
DIRECT MANAGER: Managing Director/CEO
PURPOSE OF THE ROLE
The Executive Personal Assistant to the CEO plays a pivotal role in ensuring the smooth and efficient operation of the CEO’s office. This role requires a highly organized and proactive individual who can manage a wide range of executive administrative tasks. The Assistant will also support the senior management team, prepare board packs, and coordinate events and meetings, contributing to the overall effectiveness and efficiency of the executive leadership team.
PRINCIPLE DUTIES AND RESPONSIBILITIES:
1. Executive Support:
- Provide comprehensive administrative support to the CEO, including managing calendars, scheduling meetings, and handling correspondence.
- Prepare and edit correspondence, reports, presentations, and other documents as required.
- Manage and prioritize incoming communications and requests, ensuring timely and appropriate responses.
2. Senior Management Assistance:
- Assist senior management team members with administrative tasks, meeting coordination, and document preparation.
- Act as a liaison between the CEO and senior management, ensuring clear communication and efficient workflows.
3. Board Pack Preparation:
- Prepare and assemble board packs, ensuring accuracy and timeliness of materials for board meetings.
- Coordinate with various departments to gather necessary information and documentation.
4. Event and Meeting Planning:
- Organize and coordinate executive meetings, conferences, and special events, including logistics, catering, and attendee management.
- Ensure all meetings and events run smoothly and meet the expectations of the CEO and other participants.
5. Project Management:
- Assist with special projects and initiatives as directed by the CEO, including research, coordination, and follow-up.
- Track and report on project progress and milestones.
6. Office Management:
- Maintain an organized and efficient office environment, including managing office supplies and equipment.
- Implement and maintain office procedures to enhance productivity and efficiency.
7. Confidentiality and Discretion:
- Handle sensitive information with the utmost discretion and confidentiality.
- Exercise judgment and diplomacy in dealing with internal and external stakeholders.
QUALIFICATIONS:
- Bachelor’s degree or equivalent and/or related prior work experience in office/executive administration.
- Proficient in Microsoft, specifically Outlook, PowerPoint, Excel, Word.
EXPERIENCE:
- Proven work product reflecting ability to work with dynamic team with high attention to detail with Basic knowledge of General Insurance operations.
- Minimum 5 years of experience in an Executive Personal Assistant role, preferably supporting Senior Executives.
SKILLS AND COMPETENCIES / LEVELS
- Strong organizational skills, including the ability to prioritize.
- Keen attention to detail, including excellent verbal and written skills.
- Ability to problem solve independently and proactive work ethic; ability to anticipate next steps and take initiative.
- Comfortable to flex in ever changing situations, including comfortable leadership presence.
- Ability to handle and coordinate multiple tasks simultaneously with minimum error.
- Excellent follow-through, strong business acumen and demonstrate a high level of urgency and adaptability.
- High level of professionalism and discretion.
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or disability.
