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Tuesday, March 21, 2017

Ipsos Kenya Executive Assistant Job in Nairobi

Ipsos Kenya
Job Title: Executive Assistant
Department: Administration
Location: Nairobi
FT/PT (Full Time / Part Time): F/T
Reports To (Job Title): Cluster Manager, East Africa
Geography: Kenya
Key Accountabilities
Responsibilities
  • Provide high-level support services to the Cluster Manager; including coordinating and maintaining calendars, correspondence, meetings, conferences, mail, email and phone messages.
  • Support the Cluster Manager in their projects, proposals, meeting preparations, etc. through research, consultation, and coordination.
  • Draft presentations, articles, briefings, and proposals as requested by the Cluster Manager
  • Manage the Cluster Manager’s schedule, including making travel arrangements. Schedule appointments and read/respond to correspondence as agreed to by management. Provide information to managers, co-workers, customers, partners, vendors and prospects in a professional and disciplined manner.
  • Help manage the Cluster Manager’s charge/cash expenses, including generating expense reports and compiling all receipts in a timely fashion in accordance with approved T&E policies and procedures.
  • Assist in relationship building and team closely with all staff to help facilitate communication in a timely, productive, and well organized manner.
  • Written and verbal communication on behalf of the Cluster Manager (writing letters, answering phone calls, and serving as a representative when/where required).
  • Handle sensitive and confidential information with tact and diplomacy, using good judgment, discretion, and professionalism.
  • Offer suggestions for better organizational effectiveness and process efficiencies.
  • Support Ipsos events and strategic customer/prospect/partner/vendor/ meetings, as requested and approved by Ipsos Executive management.
  • Support other Regional Senior Executives as required
  • Assist with all other administrative and personal duties as assigned
Expertise
  • Facilitate business by understanding internal processes; demonstrate resourcefulness in solving problems and gathering requested information.
  • Execute in a reliable, responsive, courteous, professional and proactive manner. Apply a customer service approach to all tasks.
  • Demonstrate consistent excellence in the areas of attention to detail, thoroughness and accuracy.
  • Exhibit excellent time management skills including the ability to prioritize and manage the flow of information.
  • Display and exercise professional judgment, discretion and decision-making skills.
  • Clear understanding of confidentiality
  • Embrace best practice sharing, build virtual relationships and develop internal network and connectivity.
  • Display excellent interpersonal skills across diverse groups of people, with ability to interact effectively and professionally with individuals at all levels, including staff and Executive Committee members, and other stakeholders.
  • Be a team player with a positive, can-do attitude who demonstrates patience and flexibility.
  • Possesses ability to manage multiple tasks with shifting priorities and meet deadlines.
  • Strong written and verbal communication skills.
  • Excellent report writing and organisational
  • Manage a great deal of information, tasks, and relationships without getting overwhelmed.
  • Independent worker and thinker who also possess the ability to ask questions to better define projects.
  • Maturity and grace at managing complex relationships and interactions with diverse groups of people.
Contribution to Ipsos
  • Demonstrate an increasing understanding of the team and company strategy, business objectives and plans, and their individual contribution to them
  • Support/ participate in team specific initiatives.
Required Skills and Behaviours
Working Together
Leadership, teamwork, and collaboration
  • Builds effective relationships within the team, with colleagues, internal clients and with line manager, through honest and open relationships
  • Speaks positively about work, colleagues and the future
Consideration
  • Listens to and understands others’ points of view
  • Takes into account the impact of one’s actions and decisions on others
  • Respects confidentiality of situations and information
Communication
Clear and appropriate communication
  • Understands the need for and uses different communication styles and methods according to the ‘audience’ or the message
  • Communicates clearly and objectively – written and spoken
  • Communicates good as well as bad news in a timely manner
Listening
  • Listens effectively, picks out the appropriate information
  • Chooses the right actions following communication
  • Asks relevant questions and seeks clarification/ additional detail where necessary
Flexibility
Adaptability
  • Demonstrates an ability to multitask and is flexible when requirements change
  • Recognizes when to say no and helps to find an alternative solution
Creativity
  • Offers ideas and suggestions for improvement
  • Offers solutions rather than problems
Supporting change
  • Shows a willingness to embrace change for business improvement and client focus
Entrepreneurial
  • Is intellectually curious, constructively challenges existing thinking, systems and processes
Self-management
Initiative
  • Displays a positive, ‘can do’ attitude
  • Demonstrates proactivity in supporting colleagues and the team, e.g. offering one’s help during very busy times, putting oneself forward
  • Looks for ways of making clients ‘lives easier
Organisation
  • Demonstrates the ability to prioritise, prepare and plan well
  • Demonstrates the ability to manage others’ expectations effectively
Responsibility
  • Demonstrates self-awareness: understands own strengths and limitations
  • Takes ownership of tasks –  delivers as promised, when promised to colleagues/ clients
  • Demonstrates the ability to check work thoroughly showing good attention to detail
  • Takes pride in producing the best outputs possible
  • Acknowledges and learns from mistakes, listening to and learning from constructive criticism/ feedback
  • Complies with companies operating practices and quality processes, e.g. costing procedures, fieldwork monitoring, timesheets, etc.
People
  • Develop skills to give and receive constructive feedback within the team
  • Is respectful, treats colleagues fairly and appropriately
Required Experience and Qualifications
Experience and Qualifications  
  • Minimum of 5 years’ relevant experience with proven progression in positions held. Prior experience working directly with Senior Level Executives preferred.
  • Proficiency with MS Office Applications: Outlook, Word, spreadsheets, PPT
  • Multinational environment work experience an added advantage
  • Personal Assistant professional qualifications required, Bachelors Degree or equivalent is preferred.
Application Procedure
Please e-mail a CV and covering letter explaining why you are interested in this position to careers-ke@ipsos.com.
Applications will not be considered if covering letter is not attached. Include “Executive Assistant – Ipsos Kenya” in the cover letter and e-mail subject header.
Only short-listed candidates will be contacted.
Deadline for application: Monday 27th March 2017.

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