Administration and Office SupportFull-TimeMid-level(3-5 yrs)
Job Description
About the Role
The Personal Assistant will be responsible for providing comprehensive administrative and secretarial support to the Managing Director’s Office. This key role involves managing the MD’s daily calendar and appointments, coordinating board meetings, and ensuring efficient communication and a professional environment for directors, visitors, and staff at the Tausi Head Office in Nairobi.
Key Responsibilities
Calendar & Travel Management: Manage the MD’s calendar and travel arrangements. Coordinate the MD’s driver schedule to ensure consistent availability.
Board Coordination: Organize board meetings, including travel arrangements, allowances, and refreshments for directors. Prepare and dispatch full Board Papers, including obtaining Committee Papers from various departments.
Administrative Support: Procure stationery for the MD’s office and handle conference/seminar bookings for Directors. Assist in preparing support materials and documents for meetings steered by the MD.
Communication & Correspondence: Draft and dispatch letters and documents relating to MD's office matters. Handle incoming calls and receive visitors. Manage and distribute all incoming mail (physical and electronic) using the Electronic Document Management System (EDMS).
Office Management: Implement filing and document organization systems, including a file opening register for physical files. Organize parking for visitors and Directors for scheduled meetings.
Facility Maintenance: Ensure the MD’s office and reception area are maintained as clean and conducive environments, including decoration with fresh flowers.
Events & Celebrations: Coordinate the planning, procurement, and distribution of hampers for key celebrations such as Eid, Christmas, Easter, and Diwali.
Requirements and Experience
Education: Diploma or Bachelor’s Degree in Business Administration, Secretarial Studies, Office Administration, or a related field.
Training: Professional training in Secretarial Practice or Office Management is an added advantage.
Technical Skills: Proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Outlook).
Experience: At least 3–5 years’ experience in an administrative or executive assistant role, preferably supporting senior management.
Personal Attributes and Skills
Strong organizational and planning skills with high attention to detail.
Pleasant, courteous, and professional personality.
Excellent written and verbal communication skills.
High level of confidentiality and discretion.
Ability to prioritize tasks, problem-solve, and multitask in a fast-paced environment.
How to Apply
Interested candidates should submit an application letter and a copy of their current CV (combined into one document), including the names and addresses of three referees, via email to: hr@tausiassurance.com.
How to Apply
Application letters and a copy of your current CV (combined into one document), including the names and addresses of three referees, should be sent by email to hr@tausiassurance.com. Please note that by submitting your application, you automatically give Tausi Assurance consent to process and use your personal data for recruitment purposes. Only shortlisted candidates will be contacted.
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