Executive Assistant to MD at Old Mutual Kenya

Job Description

• This role provides support to the Managing Director on day-to-day deliverables, prepares presentations and reports for MD. The role involves building and maintaining relationships with Exco, senior management, Board Members, OMK Exco Members and other key stakeholders both within and outside the broader Group.
• This role requires a flexible self-driven person comfortable with ambiguity and with a very strong can-do attitude. A high level of integrity, maturity and confidentiality is required. The incumbent is individually accountable for achieving results through own efforts.

Stakeholders:

• Faulu MD, Board of Directors, Exco, Regulators, Service Providers, OMK Group, other staff members etc.

KEY TASKS AND RESPONSIBILITIES

KEY MEASURABLE GOALS

Relationship Building 

• Builds and maintains relationships with executives and senior management
• High level of contact with external parties, stakeholders and clients as required

Communication and Engagement 

• Prepares reports, presentations, speeches, etc. for the MD
• Leads the project management of key events on behalf of the MD
• Hosting internal and external guests e.g. OMAR & OMEA

Administration & Support 

• Performs administrative duties for an executive which includes scheduling meetings, international conference calls, preparing agendas, taking minutes, and making travel arrangements for the CEO and for international visitors as and when required
• Prepares presentations with little input from senior
• Responsible for ensuring relevant matters are included on board and Business Council agendas
• Investigate and research various ad-hoc business-issues
• Respond timeously and professionally to a variety of ad hoc projects, business issues, client requests and stakeholder requests, etc. that impact across the organization
• Follow up on assigned actions, deliverables, and projects to ensure closure within the agreed timelines

Personal Effectiveness 

• Accountable for service delivery through own efforts
• Individually accountable for managing own time, tasks, and output quality
• Making increased contributions by broadening individual skills
• Collaborate effectively with others to achieve personal results
• Accepts and lives the company values

KEY RESPONSIBILITIES

• Ensure MD is equipped with necessary documentation to proceed with meetings
• Liaise with various key stakeholders to resolve queries/complaints raised by both internal and external clients as well as suppliers
• Manage any outstanding/ escalated issues that affect the business
• Monitor, analyze and recommend solutions to resolve client service issues
• Drive the production and delivery of monthly reports to the OMK group and OMA
• Support delivery of strategic initiatives, via development of trackers to ensure delivery of initiatives within the agreed timelines
• Represent the executive on certain ad hoc projects, meetings and events as required
• Investigate and research various ad-hoc business-issues as and when the need arises
• Respond timeously and professionally to a variety of ad hoc projects, business issues, client requests and stakeholder requests, etc. that impact across the organization
• Co-ordinate meetings / external events including the scheduling of the sessions, sourcing of guest speakers and other meeting logistics
• Ensure relevant matters are included on committee agendas i.e. Board, Business Council etc.
• Communicate and escalate important issues within the business appropriately
• Negotiate with suppliers and venue coordinators for events related to the MD’s office and ensure cost efficiencies are maintained across the board including travel and orders placed
• Consider any Risk factors that may affect the businesses' ability to meet budgets and sales targets
• Builds and maintains relationships with Board Members, executives and senior management
• High level of contact with external parties, stakeholders and clients as required
• Manage small to medium scale projects and represent the executive on project committees

SKILLS, KNOWLEDGE & COMPETENCIES

Knowledge and Skills

• A self-starter, showing strong action orientation, with excellent organizational, planning and prioritizing skills
• Good interpersonal skills
• Ability to work in a team and independently
• Assuming responsibility and accountability for the successful completion of tasks and maintain a high standard of excellence
• Attention to detail
• Be reliable, have integrity and display a professional approach
• Display a high level of accuracy in his/her work and be able to perform under pressure
• Excellent communication skills (written and verbal)
• Initiating action
• Maintain confidentiality of all information, both from internal and external sources
• Strong ability to build and maintain relationships and networks
• Strong project management 
• Skills/ability to see projects completed

Competencies Required

• Ability to multitask 
• Confidentiality 
• Composure 
• Ability to work under pressure and to meet deadlines

QUALIFICATIONS & EXPERIENCE

Education 

• First Degree in Business Administration or related field

Additional Qualifications/Experience (Preferred, Not A Requirement) 

• Master’s degree  

Experience 

3 to 5 years Job Related Experience.  

• Experience in stakeholder management and liaising at a Senior Management & Board level.