Kenya Airways, a member of the SkyTeam Alliance, is a leading African airline flying to 41 destinations worldwide, 34 of which are in Africa, and carries over four million passengers annually. In 2020 KQ was named Africa’s Leading Airline by the World Travel Awards. It continues to modernize its fleet with its 32 aircraft being some of the youngest in Africa.
This includes its flagship B787 Dreamliner aircraft. Kenya Airways offers services Cargo services to key locations including London, Amsterdam, Guangzhou, Sharjah, and Mumbai, and over 25 intra-Africa routes in addition to its passenger network.
The on-board service is renowned and the lie-flat business class seat on the wide-body aircraft is consistently voted among the world’s top 10.
Kenya Airways takes pride in being at the forefront of connecting Africa to the World and the World to Africa through its hub at the new ultra-modern Terminal 1A at the Jomo Kenyatta International Airport in Nairobi.
Brief Description
The candidate will be responsible for professional running of the office of the Cargo Director as a first point of contact for external and internal stake holders at KQ. This position ensures the efficient functioning of the Cargo Director’s Office, manages schedules, coordinates communications, and handles a wide range of administrative tasks, allowing the Director to focus on strategic cargo leadership and decision-making.
Responsibilities
- Maintain a high level of confidentiality of the office documents /files to ensure availability and up to date & accurate information.
- Maintain and manage the Director’s calendar, scheduling meetings, appointments, and travel arrangements.
- Ensure effective time management, prioritize commitments, and provide reminders for important deadlines.
- Act as the primary point of contact between the Director and internal and external stakeholders, including senior management, board members, government agencies, and business partners and facilitating timely feedback.
- Manage incoming emails, letters, and phone calls, responding or redirecting them as appropriate.
- Coordinate domestic and international travel for the Director, including flight bookings, hotel accommodations, transportation, and visa requirements.
- Prepare detailed travel itineraries and ensure travel-related documents are in order.
- Prepare and distribute meeting agendas, documents, and presentations for Director-led meetings.
- Attend meetings, take minutes, and follow up on action items.
- Organize and maintain confidential records, documents, and files related to the Cargo Director’s Office, ensuring easy retrieval when needed.
- Assist with document preparation, including reports and memos.
- Draw the administration expense budget and ensure utilization is within the set budget and lead cost control for the office. Track and manage expense reports and reimbursements.
- Assist in ad-hoc projects, research assignments, staff forums and initiatives as required.
- Liaise with various key stakeholders to resolve queries/complaints raised by both internal and external clients as well as suppliers.
Requirements
- Undergraduate Degree in Business Administration, Secretarial Studies, or a related field.
- Secretarial Skills Development Course.
- Supervisory Management Course.
- Proficiency in MS Office suite (Word, Excel, PowerPoint, Outlook).
- 5 years working experience as Personal Assistant role in high level offices.
- Proven experience as an executive assistant or personal assistant, preferably supporting senior executives.
Skills.
- Attention to detail and a high level of accuracy.
- Excellent organizational and multitasking abilities.
- Discretion and the ability to maintain confidentiality.
- Ability to prioritize and manage multiple tasks.
- Problem-solving and adaptability.
- Strong communication skills, both written and verbal.
- Ability to work independently and proactively.
- Reliability, responsibility, trustworthiness, loyal and flexible.
- Professionalism and poise
- Cultural sensitivity and awareness.
- Good Interpersonal skills and teamwork.
