ADMINISTRATIVE ASSISTANT, ALUMNI & STUDENT AFFAIRS

ADMINISTRATIVE ASSISTANT, ALUMNI & STUDENT AFFAIRS

Location: Nairobi, Kenya
Type: Full-time
Experience Level: Intermediate

Company Overview

The Kenya Institute of Management (KIM) is the epitome of management and leadership excellence, fostering professional and institutional development to unlock greater growth opportunities. Committed to excellence, integrity, and competitiveness, we aim to empower individuals and organizations alike.

Job Summary

As the Administrative Assistant for Alumni & Student Affairs, you’ll serve as the primary point of contact for both existing and prospective members, ensuring exceptional customer service across various communication channels. Your role involves maintaining an updated membership database, facilitating recruitment efforts, and supporting marketing initiatives.

Key Responsibilities

1. Database Management: Maintain and update the membership database promptly based on communications from members.
2. Membership Recruitment: Actively engage in recruiting new members, both individual and corporate.
3. Marketing Support: Assist in creating marketing materials such as letters, welcome packs, newsletters, and brochures.
4. Magazine Distribution: Ensure timely dispatch of the Management Magazine to members and branches.
5. Membership Card Preparation: Prepare and dispatch membership cards and certificates promptly.
6. Invoicing: Print and dispatch invoices to members for subscription dues.
7. Strategy Development: Contribute to the development of membership recruitment and retention strategies.
8. Reporting: Maintain records and generate detailed reports on recruitment, retention, and marketing activities.
9. Customer Support: Handle member inquiries promptly to enhance satisfaction.
10. Token Assignment: Assign tokens for voting and vetting nominees, ensuring members are well-informed.
11. Marketing Engagement: Actively participate in marketing membership to meet recruitment targets.
12. General Administration: Undertake other administrative duties as assigned by the supervisor.

Skills and Competencies

• Proficiency in Computer Literacy, especially in Management Information Systems.
• Familiarity with Enterprise Resource Planning (ERP) systems.
• Strong Customer Service skills.

Qualifications

• Diploma in a relevant field from a recognized institution.
• Minimum of two (2) years of relevant work experience.

How to Apply

Interested candidates should apply through the provided link by March 28, 2024. Late applications will not be considered, and only shortlisted candidates will be contacted.

FAQs (Frequently Asked Questions)

1. What is the application deadline?
The application deadline is March 28, 2024. Late submissions will not be considered.

2. How can I contact the hiring team for further inquiries?
For any further inquiries, please reach out to tel:020 244 5555 or kim@kim.ac.ke

3. Is this a remote position?
No, this is a full-time position based in Nairobi, Kenya.

4. What documents are required for the application?
Applicants are required to submit their CV/resume and a cover letter.

5. Are there opportunities for career advancement within the organization?
Yes, we encourage internal growth and offer opportunities for career advancement.

6. What benefits are offered with this position?
Benefits include specific benefits such as healthcare, retirement plans, etc.

7. Will relocation assistance be provided for candidates outside Nairobi?
Relocation assistance may be provided based on individual circumstances.

8. Is there a probation period for this position?
No, there is a probationary period for new hires.

9. How soon will the selected candidate be expected to start?
The selected candidate is expected to start at an agreed time.

10. Will there be opportunities for training and professional development?
Yes, we prioritize employee development and offer opportunities for training and growth.

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Sample Cover Letter for an Administrative Assistant Position

[Your Name]

[Your Address]

[City, State, Zip Code]

[Your Email Address]

[Your Phone Number]

[Date]

[Hiring Manager’s Name]

Kenya Institute of Management (KIM)

[Company Address]

[City, State, Zip Code]

Dear [Hiring Manager’s Name],

I am writing to express my interest in the Administrative Assistant position at Kenya Institute of Management (KIM), as advertised. With a strong background in administrative support and a keen eye for detail, I am excited about the opportunity to contribute to the efficient operation of your esteemed organization.

In my previous role at [Previous Company], I gained valuable experience in handling a wide range of administrative tasks, including managing calendars, coordinating meetings and events, and handling correspondence. My excellent organizational skills allowed me to prioritize tasks effectively and ensure that deadlines were consistently met.

I am particularly drawn to the opportunity to work at KIM because of its reputation as a hub of management and leadership excellence. I am eager to support the institute’s mission of championing excellence, integrity, and competitiveness in individuals and organizations through my work as an Administrative Assistant.

I am proficient in Microsoft Office Suite and possess strong communication skills, both written and verbal. I am adept at multitasking and thrive in fast-paced environments where attention to detail is paramount. I am confident that my skills and experience make me a strong candidate for this position.

Thank you for considering my application. I am eager to further discuss how my background and expertise align with the needs of your team. I am available for an interview at your earliest convenience and can be reached at [Your Phone Number] or [Your Email Address].

Sincerely,

[Your Name]

Expert Tips to Be a Successful Applicant for Administrative Assistant, Alumni & Student Affairs

1. Highlight Your Customer Service Skills: Showcase your ability to provide exceptional customer service, as this role heavily relies on interactions with members.
2. Demonstrate Attention to Detail: Emphasize your attention to detail, especially in tasks like database management and report generation.
3. Illustrate Your Communication Skills: Clearly articulate your communication skills, both written and verbal, as effective communication is crucial in this role.
4. Showcase Your Organizational Skills: Highlight your organizational abilities, as you’ll be responsible for various administrative tasks.
5. Share Examples of Teamwork: Provide examples of your ability to work collaboratively with teams, as teamwork is essential for success in this position.
6. Emphasize Problem-Solving Abilities: Discuss instances where you successfully resolved issues or challenges, showcasing your problem-solving skills.
7. Express Your Commitment to Professional Development: Demonstrate your willingness to learn and grow professionally, as we value continuous improvement.
8. Tailor Your Application Materials: Customize your resume and cover letter to align with the specific requirements of the job description.
9. Research the Company: Familiarize yourself with our organization’s mission and values to demonstrate genuine interest and fit.
10. Follow Application Instructions Carefully: Ensure you follow all application instructions and deadlines to increase your chances of being considered.

Possible Administrative Assistant, Alumni & Student Affairs Interview Questions With Answers

1. Can you tell us about your experience in managing databases and maintaining records? Example Answer: “In my previous role, I was responsible for managing a complex database system, ensuring data accuracy and updating records regularly. I implemented streamlined processes that improved efficiency and accuracy in database management.”
2. How do you handle challenging customer inquiries or complaints? Example Answer: “I believe in active listening and empathy when dealing with challenging inquiries or complaints. I strive to understand the customer’s perspective and find solutions that meet their needs while upholding company policies.”
3. Describe a time when you had to multitask and prioritize tasks effectively. Example Answer: “In a previous role, I had to manage multiple projects simultaneously while ensuring deadlines were met. I prioritized tasks based on urgency and importance, utilizing time management techniques to stay organized and focused.”
4. How do you stay updated on industry trends and best practices? Example Answer: “I stay updated on industry trends through continuous learning, attending workshops, and reading industry publications. I also engage in networking events to learn from peers and experts in the field.”
5. Can you provide an example of a successful membership recruitment campaign you were involved in? Example Answer: “In my previous role, I spearheaded a membership recruitment campaign that resulted in a 20% increase in new memberships. I utilized targeted marketing strategies and personalized communication to attract new members.”
6. How do you handle confidential information and ensure data privacy? Example Answer: “I understand the importance of maintaining confidentiality and adhere to strict protocols when handling sensitive information. I ensure data privacy by implementing encryption measures and limiting access to authorized personnel only.”
7. Describe your experience in coordinating events or projects. Example Answer: “I have extensive experience in coordinating events and projects, from planning and logistics to execution and post-event evaluation. I prioritize effective communication, attention to detail, and teamwork to ensure successful outcomes. I prioritize effective communication, attention to detail, and teamwork to ensure successful outcomes.
8. How do you handle situations where deadlines are tight and multiple tasks need to be completed simultaneously? Example Answer: “During such situations, I first assess the tasks at hand, prioritize them based on urgency and importance, and then create a detailed plan of action. I remain focused, stay organized, and effectively delegate tasks if necessary to meet deadlines.”
9.  Can you share an example of a time when you had to adapt to a new software or technology quickly? Example Answer: “In my previous role, we implemented a new CRM system, and I took the initiative to learn the software quickly. I utilized online tutorials, attended training sessions, and sought guidance from colleagues to become proficient in using the new technology.
10. How do you ensure accuracy and attention to detail in your work? Example Answer: “I pay meticulous attention to detail by double-checking my work, reviewing documents thoroughly, and utilizing tools like spell-check and grammar-check. I also maintain organized records and follow standardized procedures to minimize errors.”

    We appreciate your interest in joining the Kenya Institute of Management (KIM) team. Our commitment to excellence, integrity, and inclusivity drives us to seek talented individuals like yourself to contribute to our mission. We encourage you to apply using the provided link and wish you the best in your application process.

    Remember, at KIM, we are dedicated to attracting and retaining the best employees from diverse backgrounds. We are an equal opportunity employer and do not charge any application or recruitment fee, whether refundable or not.

THE KENYAN JOB-FINDER