Personal Assistant to Director

Role Overview

As a Personal Assistant to the Director at Janta Kenya, you will provide high-level administrative, operational, and personal support to the Director and Senior Management. The role involves acting as a primary point of contact, managing complex schedules, and ensuring the smooth running of both business and personal interests, including property and investment oversight.

Key Responsibilities

Executive & Administrative Support

• Act as the primary point of contact between the Director, Senior Management, and internal/external stakeholders.
• Manage diaries, schedule meetings, and ensure timely reminders and follow-ups.
• Coordinate local and international travel arrangements, including flights, accommodation, and ground transport.
• Draft and manage correspondence, reports, briefs, presentations, and proposals.
• Maintain physical and digital filing systems for accuracy, confidentiality, and easy retrieval.

Office & Operations Management

• Oversee minor office repairs and liaise with service providers to ensure smooth operations.
• Supervise support staff when necessary and coordinate general office functions.

Communication & Meeting Management

• Respond to approved internal and external communication on behalf of leadership.
• Schedule, coordinate, and attend meetings; prepare agendas and take accurate minutes.
• Distribute meeting notes, track action points, and ensure timely follow-ups.
• Prepare briefing notes and summaries for board or strategic meetings.
• Attend selected meetings on behalf of Directors and Senior Management.

Property, Investments & Finance Oversight

• Follow up on land rates, leases, utility bills, and rental payments for company and Director-owned properties.
• Maintain a tracker for compliance dates, renewals, and financial due dates.
• Assist in compiling and updating basic accounting records and expense summaries.
• Organize and file both physical and digital personal and work-related documents.

Field Team & Stakeholder Coordination

• Track field agents’ movements and check-in/check-out logs to ensure visibility and safety.
• Act as a liaison in the Director’s absence with clients, investors, partners, and internal staff.
• Coordinate updates and relay instructions effectively.

Real Estate Listings & Marketing Support

• Attend viewings and complete onboarding of new properties.
• Handle CRM and listing updates for properties.
• Assist with taking down property details, preparing descriptions, and arranging for photography/documentation.
• Coordinate with the marketing team on listings and promotions.

Confidentiality & Professionalism

• Handle sensitive company and personal information with the highest level of discretion.
• Represent leadership professionally, upholding confidentiality and decorum.

Ad Hoc Support

• Provide backup support for the front desk during unmanned periods.
• Carry out additional administrative or technical tasks based on business needs.
• Run personal errands for the Directors as required.
• Conduct research and sourcing tasks for procurement or special initiatives.

Qualifications and Requirements

• University degree in Business Administration, Management, or a related field.
• Minimum 3 years’ experience in a Personal Assistant, Executive Assistant, or fast-paced administrative position.
• Excellent verbal and written communication skills.
• Proficiency in MS Office Suite and modern digital task management tools.
• Strong organizational, multitasking, analytical, and problem-solving skills.
• High level of integrity, discretion, and professional conduct.
• Well-presented, with good personal etiquette and interpersonal skills.
• Basic accounting knowledge or experience with expense management is an advantage.
• PA or secretarial certification is an added advantage.
• Knowledge of company secretarial processes is a plus.

How to Apply

Interested and qualified candidates should apply online via the Janta Kenya recruitment portal by following the link provided in the application section.