The Role
The Personal Assistant will manage executive calendars, coordinate meetings and travel, handle expatriate documentation, and ensure statutory compliance while supporting senior leadership with administrative tasks.
Summary Generated by Built In
Our client is seeking a highly organized, proactive, and professional Personal Assistant to Senior Leadership to provide comprehensive administrative, coordination, and executive support to the organization’s senior leadership team. The Personal Assistant will play a critical role in ensuring the smooth operation of executive activities through effective calendar management, meeting coordination, stakeholder follow-ups, documentation management, compliance tracking, expatriate documentation handling, immigration liaison, and travel coordination. The role requires exceptional discretion, strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment. The successful candidate will work closely with senior management, internal departments, regulatory authorities, and external stakeholders to support operational efficiency and executive effectiveness.
Responsibilities:
- Manage and maintain executive calendars, appointments, meetings, and travel schedules for Senior Leadership.
- Coordinate internal and external meetings, including agenda preparation, venue arrangements, and distribution of meeting materials.
- Attend meetings and accurately record minutes of meetings, action points, and follow-up items.
- Track and follow up on action items, pending decisions, and commitments across departments and stakeholders.
- Prepare weekly follow-up and status reports for Senior Leadership highlighting pending and overdue matters.
- Maintain organized and secure physical and digital filing systems for executive and company documents.
- Prepare, format, proofread, and manage executive correspondence, reports, presentations, and official documents.
- Manage confidential information and sensitive executive documentation with high levels of discretion.
- Monitor statutory compliance deadlines and coordinate with relevant departments to ensure timely submissions and filings.
- Maintain records of compliance submissions, licenses, contracts, and regulatory correspondence.
- Manage expatriate documentation including work permits, resident permits, visas, and related compliance requirements.
- Coordinate with immigration authorities and relevant government bodies regarding visa and residency matters.
- Track permit and visa renewal timelines and ensure all applications are submitted on time.
- Support expatriate onboarding and administrative processes including relocation-related documentation.
- Coordinate travel arrangements including flight bookings, accommodation, transportation, and travel itineraries.
- Manage travel expense tracking, reconciliations, and travel-related reporting.
- Maintain strong relationships with internal departments, external stakeholders, government agencies, and service providers.
- Provide administrative and logistical support for executive and board-level engagements.
- Ensure timely communication, efficient coordination, and smooth information flow across departments.
- Support Senior Leadership with day-to-day operational and administrative requirements.
Requirements
- Bachelor’s degree in Business Administration, Office Management, Public Administration, Secretarial Studies, or related field.
- Master’s degree or additional professional qualifications are an added advantage.
- Minimum of 5–7 years of experience as a Personal Assistant, Executive Assistant, or Senior Administrator supporting senior leadership or C-suite executives.
- Experience working in corporate, mining, manufacturing, or agri-business environments is highly preferred.
- Proven experience managing expatriate documentation, immigration processes, and executive travel coordination.
- Strong understanding of statutory compliance tracking and regulatory documentation management.
- Excellent organizational, multitasking, and time-management skills.
- Strong written and verbal communication skills in English.
- Proficiency in Kiswahili is an added advantage.
- High level of discretion, professionalism, and confidentiality.
- Strong interpersonal and stakeholder management abilities.
- Proficiency in Microsoft Office Suite including Outlook, Word, Excel, and PowerPoint.
- Ability to work under pressure and manage urgent priorities efficiently.
- Strong attention to detail and problem-solving skills.
- Experience coordinating with regulatory authorities and government institutions is an advantage.
- Ability to work in a fast-paced and dynamic environment with minimal supervision.
Skills Required
- Bachelor's degree in Business Administration or related field
- Minimum of 5-7 years of experience as a Personal Assistant or Executive Assistant
- Proficiency in Microsoft Office Suite
- Experience managing expatriate documentation and immigration processes
- Excellent organizational and time-management skills
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The Company
What We Do
Shugulika Africa Limited is a quality service provider with over 12 years of industry experience, specializing in recruitment, headhunting, HR consulting, training, payroll services, and other HR services.
