Executive Assistant 71 views4 applications

Mission for Essential Drugs and Supplies (MEDS) is a faith-based health solutions provider founded by an ecumenical partnership of the Kenya Conference of Catholic Bishops (KCCB) and the Christian Health Association of Kenya (CHAK). The Organization’s core mandate is being a reliable provider for quality and affordable Health Products and Technologies, Quality Assurance and Health Systems Strengthening Services. MEDS was established in 1986 and serves clients spread throughout Kenya, other regions in Africa and beyond.

The position reports to the Chief Executive Officer (CEO) and is responsible for providing administrative and strategic support for effective and efficient operation of the CEO’s office. It acts as the primary contact between the CEO’s office and stakeholders (internal and external).

Key Responsibilities:

i) Screen calls, filter information/requests and handle visitors for appropriate action
ii) Receive and distribute incoming mail directed to the CEO’s office (physical and email) to facilitate smooth flow of information and timely implementation of required actions
iii) Draft and send correspondence, as necessary, on behalf of the CEO for effective communication with internal and external stakeholders
iv) Support meetings (management, board etc.) and other engagements involving the CEO’s office by drafting agendas, preparing materials, coordinating logistics and follow-up communications to enhance effectiveness and outcomes
v) Take minutes of management and other meetings associated with the CEO’s office for accurate record keeping, future reference and accountability
vi) Manage office supplies to ensure efficient running of activities in the CEO’s office
vii) Maintain systematic physical and digital filing systems to ensure information, documents and records are accessible and easily retrievable
viii) Safeguard confidential and sensitive documents ensuring appropriate filling and access controls
ix) Track implementation of decisions and issues raised by the CEO to facilitate timely action and closure
x) Manage and optimize the CEO’s calendar by planning and scheduling appointments, meetings and events to optimize time utilization and aligning activities with organizational goals
xi) Plan and coordinate logistics for the CEO’s domestic and international travels for seamless execution
xii) Monitor implementation of strategic work plans and priority projects coordinated through the CEO’s office for effective execution
xiii) Prepare and manage budget for the CEO’s office to facilitate resource allocation, track expenditure and optimize utilization

Candidate Profile:
i) Bachelor’s degree in Business Administration or related field from a recognized institution
ii) Proficiency in MS Office Suite (Word, PowerPoint, Excel and Outlook)
iii) Minimum of 5 years’ relevant experience in a busy senior-level executive office
iv) Proper understanding of organizational communication, protocol and strategic operations
v) Adaptability and flexibility to work in a fast-paced and ever-changing environment
vi) Training in secretarial studies, proficiency in virtual collaboration platforms and other productivity tools as well as working experience in a faith-based environment are added advantages

If you fit the profile of this position, please submit your application providing the following MANDATORY requirements:
• Detailed CV stating your current position and salary, expected salary, telephone number and email address
• Names and contacts of three (3) Referees (one of whom must be a professional who has supervised you at some point in your career and another a Senior Religious Leader)
• Copy of National Identity Card