Career Opportunity in Kenya - Administrative Assistant job in kenya

General Definition

The Administrative Assistant / Secretary is a full time position, under the direct supervision of the Managing Director, to include the responsibilities Records Clerk, and Receptionist to Skyfire East Africa Ltd.

Distinguishing Characteristics

The Administrative Assistant/Secretary reports to the Managing Director or his designee.

Typical Duties and Responsibilities

Performs the job responsibilities of Administrative Assistant to include the following functions:

• Provide secretarial, clerical support to the management staff
• Organize and maintain filling systems, cabinets, samples, artworks, client materials and CD library.
• Answer and screen all telephone calls on the Administrative Office main lines and transfer calls to appropriate person. Personal calls should be discouraged.
• Receive and screen visitors; provide factual information that may require the interpretation and application of policies and procedures; take detailed messages or refer the visitors to the appropriate persons.
• Process, track, update, and maintain commercial activities, lease files, project files, supply cabinet, copy, collate, and distribute documents.
• Process all administrative requisitions, check requests and purchase order requests.
• Type drafts and a wide variety of finished documents from stenographic notes, hand written copy, minutes from meetings, brief instructions of printed materials; transcribe dictation from tapes; use word processing equipment and input or retrieve data or prepare reports using a computer.
• Schedule appointments, travel arrangements, conferences, and meetings when applicable.
• Assist co-workers when needed, including copying and mass mailings as appropriate.
• Research and compile a variety of informational materials from sources both inside and outside the office.
• Perform other jobs as directed.
• Attend meetings of the Board of directors and serve as secretary to the board whenever called upon; record meetings and compile minutes of meetings.
• Follow up with staff to assure deadlines are being met.
• Maintain a history file of relevant articles appearing in newspapers and other publications; copy relevant newspaper clippings and attach the copy in appropriate files. This includes but not limited to suitable tenders and prequalification press adverts.
• File administration documents, including Finance and Accounting documents, in appropriate files by attaching them to respective sections of the file.
• To co-ordinate all aspects of the company's brand, classified and display advertising campaigns
• To work closely with the in-house studio on the design, content and copy of all advertisements and ensure that all relevant artwork reaches the relevant clients on deadline.
• To liaise with all third parties (hotels, airlines and tourist boards etc) for sign off and approval of all partner advertising.
• To liaise with the media agency as and when necessary
• To ensure all partners receive a sample copy of their advertisement(s) as and when it/they appear(s) in print
• To ensure all advertisements reflect the brand and corporate style and are delivered to a high standard.
• To copy write and produce the weekly e-newsletter which is distributed to direct clients, travel trade and the press.
• To liaise with external joint marketing partners as appropriate to secure relevant input and signoff of marketing collateral.
• To undertake administrative duties associated with the marketing department
• To assist with the procuration of joint marketing funds/contracts.
• Check the status of each client's job(s) in the creative department and verify the jobs will be complete on time
• Contact each client at least once a day to discuss current and upcoming projects
• Initiate new jobs for the client
• Review and present concepts/layouts/copy to the client for approval
• Communicate the client's feedback to the creative department and discuss the next steps in the campaign
• At entry level there is a lot of administrative and operational work. But as you gain experience your responsibilities will change. You will meet clients and understand their needs, expectations and what they want out of the agency. You also would be expected to give clients some suggestions. You will prepare presentations, briefs etc.
• search and encourage potential referrals from current clients or customers
• increase the customer/client base of your employer/company
• build good relationship with clients to ensure long term business relationship
• initiate marketing related projects or programs that will be beneficial to your client and to the agency
• enhance personal skills especially on people skills, communication, team player

Qualification

• A degree in business administration
• The employee will be required to communicate effectively with members and other clients.
• Arrange things or actions in a certain order or pattern according to a specific rule or set of rules (e.g., patterns of numbers, letters, words, pictures, mathematical operations).
• Listen to and understand information and ideas presented through spoken words and sentences.
• Identifying complex problems and reviewing related information to develop and evaluate options and implement solutions
• Communicate information and ideas in writing so others will understand.
• Communicate information and ideas in speaking so others will understand.
• Apply general rules to specific problems to produce answers that make sense.

Interested and qualified candidates can apply by sending their resume stating qualifications, working experience, current/expected salaries to recruitment@workforceassociates.net

On the subject line indicate ADMINISTRATIVE ASSISTANT