Job Opportunity at UAP Insurance, Executive Assistant – NAFASI ZA KAZI

Executive Assistant  

Introduction
To provide administrative support to the Executive department and ensure good customer care service to visitors to the department for efficient running of the department.

Minimum Requirements…
Bachelor’s degree holder in any field
3 years in administration or any other related field like public relations and many other

Principal Accountabilities:

• PA to the CEO and ensures in the absence of the CEO that urgent issues attended.
• Carry out the administration work of the Executive Department and ensure cleanliness in the department
• Updates the CEO’s diary to ensure that schedules are met and meetings attended in time
• Organize and take minutes during the Board meetings.
• Follow up of the Board resolutions made during the board meetings and ensure that they are implemented in a timely manner.
• Organize, facilitate and coordinate the Board Subcommittee meetings to ensure they take place before the full Board meetings.
• Provide support to the CEO on key assignments and public relations engagements with support from internal Communications.
• Compile monthly, biannual reports and Company updates for the CEO’s review to the Board within the stipulated timelines
• Organize travel for staff in the department and negotiate with service providers on the costs to ensure that expenditure is within budget
• Maintain proper filing system for all records and correspondence for the department
• Liaise with suppliers to ensure that staff trips, accommodation, and airlines and negotiate corporate and discounted rates.
• Organize and coordinate CEO’s, Management, and Board meetings
• Coordinate the drivers and ensure vehicles are well maintained
• Maintain general cleanliness in the office ensuring that ventilation, lighting and safety procedures are adhered to.
• Deliver all Local Purchase orders on time
• Performs any other duties as prescribed by the Management.

Skills & Competencies:

• Good Communication skills
• Strong interpersonal skills
• Organizational skills
• Strong Negotiation skills
• ICT proficiency
• Ability to maintain confidentiality ****

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