Administrative Assistant job at King Post Hotel

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  • Full Time
  • NAIROBI

Website The King Post Hotel

Administrative Assistant

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The King Post Hotel is recruiting an Administrative Assistant.

Position Function

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The Receptionist performs a variety of administrative duties, bearing responsibility for general office maintenance and ensuring that stationery and kitchen supplies are replenished.

She will also be responsible for providing dedicated support to the Directors to ensure all executive and administrative tasks are handled efficiently and effectively.

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Administrative Assistant Job Key Responsibilities
Scheduling

Comprehensive diary management, including internal and external meetings, formal and informal engagements and keeping up to date with all activities involving the Directors
Ensure all documentation and information needed for meetings are prepared in advance
Preparing meeting requirements, taking minutes and following up on actions
Organize all other meetings to be attended by the Directors including staff lunches, coffees and skype calls
Arranging and managing all logistics related to travgel and accommodation
Preparing and producing documents, briefing papers, reports and presentations
Occasionally, accompanying the Directors to meetings to provide general assistance
Communication

Communicate and handle incoming and outgoing electronic communication on behalf of the Directors
Follow up on requests and emails to/from the Directors
Respect the need for confidentiality and sensitivity of information
General Administrative Tasks

Manage the front office, ensuring that reception duties are handled in an efficient, professional and courteous manner. This includes primary responsibility for handling incoming and outgoing communication including calls, faxes and mail. Also type & word-process various documents and electronic information
Coordinates purchasing and issuing of stationery and other office supplies as appropriate, including ensuring that the kitchen supplies are replenished regularly
Arranges transport for employees’ site visits and external meetings
Coordinates Driver/Messenger’s delivery schedule and oversees his day-to-day duties
Scheduling Division and staff meetings. Take minutes at such meetings, interpret instructions and issues arising, and then follow up on actions as appropriate
Overall responsibility for maintenance of client files/folders
Maintain an accurate record of books, catalogues, periodicals and magazines; and ensure that all the periodic magazines and books are securely locked up; and issuing them to staff members whenever they need to use them
Create, implement and manage a system for tracking and accessing all A3 booklets, photographs and project evaluation forms which can be easily accessed and used when future requirements indicate such a need
Ensure the office is clean at all times and enforce clean desk policy
Review timesheet records regularly
Ensure office machines and equipment are well maintained and in good working condition
Carry out any other duties as required from time to time commensurate with the role.
Qualifications for the Administrative Assistant Job
Relevant first Degree or Diploma
Knowledge in Sales & Marketing will be an added advantage
Skills Required

Administrative and Office Management Skills
Demonstrate a high level of initiative and attention to detail
Management skills:
Ability to work under pressure and with short time lines, schedule and prioritize projects, accept criticism and other ideas.
Must be a team player who is a problem solver, enthusiastic, highly motivated and with ability to multi-task.
Interpersonal skills: Must be a people person with ability to interact with other firm’s members
Communication skills: Effective written and verbal communication and presentation skills
Goals and results oriented
Be proficient with relevant computer software, especially but not limited to Microsoft packages.
How to Apply

Send your Cover Letter and detailed CV to thekingposthotel@post.com marking the subject as “ADMINISTRATIVE ASSISTANT”

Deadline 16-12-2021

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