ADMINISTRATIVE ASSISTANT POSITION AT KENYA AIRFREIGHT HANDLING LIMITED

ADMINISTRATIVE ASSISTANT POSITION AT KENYA AIRFREIGHT HANDLING LIMITED

Job Title: Administrative Assistant

Location: Nairobi, Kenya

Job Type: Full-Time

Salary: Competitive, commensurate with experience

Kenya AirFreight Handling is seeking a dynamic and organized Administrative Assistant to join our team in Nairobi. As a key member of our organization, you will provide comprehensive administrative support to our C-level executives and contribute to the efficient operation of our office. If you are a detail-oriented individual with excellent communication skills and a passion for delivering high-quality administrative assistance, we encourage you to apply.

Minimum Requirements:

• Bachelor’s Degree in Communication, Business Administration, Public Relations, or equivalent field.
• Diploma certificates in Secretarial/Office Administration.
• Minimum of 5 years of administrative experience, preferably supporting C-level executives.
• Proficiency in Microsoft Office packages.

Behavioral Competencies:

• Excellent planning and organizational skills, with the ability to manage resources efficiently and keep track of administrative tasks accurately.
• Strong stakeholder and relationship management abilities.
• Attention to detail, accuracy, and timeliness in all tasks.
• Demonstrated competence in office management practices.
• Self-driven individual with the ability to motivate and inspire confidence.
• Exceptional communication and interpersonal skills.
• High levels of integrity and professionalism.

Key Responsibilities:

1. Executive Support:

• Provide administrative support to C-level executives, including managing calendars, scheduling meetings, and making travel arrangements.
• Prepare and distribute correspondence, reports, and presentations as required.

2. Office Management:

• Oversee office operations, including maintaining supplies, organizing files, and coordinating office maintenance tasks.
• Serve as the primary point of contact for internal and external stakeholders, addressing inquiries and directing communications appropriately.

3. Documentation and Record Keeping:

• Maintain accurate records, including confidential files, meeting minutes, and organizational documents.
• Assist with the preparation and dissemination of organizational policies and procedures.

4. Event Coordination:

• Assist in the planning and execution of company events, meetings, and conferences.

5. Other Administrative Duties:

• Perform other administrative tasks as assigned by management to support the smooth functioning of the organization.

How to Apply:

To apply for the Administrative Assistant position, please send your CV and a cover letter highlighting your relevant experience and qualifications to recruitment@kahi.co.ke. Please ensure that all documents are submitted in English.

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SAMPLE COVER LETTER FOR AN ADMINISTRATIVE ASSISTANT POSITION

[Recipient’s Name]

Kenya AirFreight Handling

Nairobi, Kenya

Dear Hiring Manager,

I am writing to express my interest in the Administrative Assistant position at Kenya AirFreight Handling, as advertised. With a Bachelor’s Degree in Business Administration and over five years of experience providing comprehensive administrative support to C-level executives, I am confident in my ability to contribute effectively to your team.

In my previous roles, I have demonstrated strong organizational skills, attention to detail, and the ability to handle multiple tasks simultaneously. I am proficient in utilizing MS Office packages and have a proven track record of managing calendars, scheduling meetings, and coordinating travel arrangements for senior executives.

I am particularly drawn to this opportunity at Kenya AirFreight Handling because of the company’s commitment to excellence and innovation in the aviation industry. I am excited about the prospect of contributing to the efficient operation of your office and supporting the success of your executive team.

Thank you for considering my application. I am eager to further discuss how my skills and experience align with the needs of your organization. I look forward to the possibility of joining your team and contributing to the continued success of Kenya AirFreight Handling.

Sincerely,

[Your Name]

HOW TO BE A SUCCESSFUL APPLICANT FOR THE ADMINISTRATIVE ASSISTANT ROLE

1. Tailor Your Application: Customize your CV and cover letter to highlight your relevant experience and qualifications for the Administrative Assistant role at Kenya AirFreight Handling.
2. Showcase Your Skills: Emphasize your proficiency in MS Office packages and your experience providing administrative support to senior executives.
3. Highlight Your Accomplishments: Provide specific examples of your achievements in previous roles, such as successfully managing calendars or coordinating complex travel arrangements.
4. Demonstrate Your Attention to Detail: Pay close attention to grammar, spelling, and formatting in your application materials to showcase your professionalism and attention to detail.
5. Research the Company: Familiarize yourself with Kenya AirFreight Handling’s values, culture, and industry reputation to demonstrate your genuine interest in joining the organization.
6. Prepare for Interviews: Practice responding to common interview questions and be prepared to discuss your relevant experience and skills in more detail.
7. Showcase Your Communication Skills: During interviews, demonstrate your excellent communication and interpersonal skills, as these are essential qualities for the Administrative Assistant role.
8. Ask Relevant Questions: Prepare thoughtful questions to ask during interviews to demonstrate your interest in the position and gain a better understanding of the company’s expectations.
9. Follow Up: Send a thank-you email or letter after interviews to express your appreciation for the opportunity and reiterate your interest in the position.
10. Stay Positive and Persistent: Job searching can be challenging, but maintain a positive attitude and stay persistent in your efforts to secure the Administrative Assistant role at Kenya AirFreight Handling.

Possible Administrative Assistant Interview Questions With Answers:

1. Can you tell us about your experience providing administrative support to C-level executives?

   Answer: In my previous role, I supported the CEO by managing their calendar, scheduling meetings, and coordinating travel arrangements. I also prepared reports and presentations for executive meetings.

2. How do you prioritize tasks and manage competing deadlines?

   Answer: I prioritize tasks based on urgency and importance, using tools like to-do lists and calendar reminders to stay organized. I also communicate proactively with stakeholders to manage expectations and meet deadlines effectively.

3. How do you handle confidential information and maintain discretion in a professional setting?

   Answer: I understand the importance of confidentiality in an administrative role and adhere to strict protocols to safeguard sensitive information. I maintain discretion at all times and only disclose information on a need-to-know basis.
4. Can you give an example of a challenging situation you encountered in a previous administrative role and how you resolved it?

   Answer: In a previous role, I faced a scheduling conflict involving two important meetings. I resolved the issue by prioritizing the meetings based on their impact on organizational goals and negotiating alternative times with stakeholders.

5. How do you ensure accuracy and attention to detail in your administrative work?

   Answer: I double-check all documents for accuracy and pay close attention to detail in formatting, grammar, and spelling. I also use templates and checklists to streamline processes and minimize errors.

6. How do you handle a high volume of incoming calls and emails while maintaining professionalism and efficiency?

   Answer: I prioritize urgent calls and emails while setting aside dedicated time to respond to non-urgent inquiries. I utilize email filters and voicemail greetings to manage expectations and ensure timely responses.
7. Describe a time when you had to multitask and juggle multiple projects simultaneously.

   Answer: In my previous role, I managed multiple projects simultaneously, including event planning, document preparation, and stakeholder communications. I prioritized tasks based on deadlines and delegated responsibilities when necessary to ensure timely completion.

8. How do you adapt to changes in priorities or unexpected challenges in a fast-paced work environment?

   Answer: I remain flexible and adaptable in response to changing priorities or unexpected challenges. I communicate openly with stakeholders to reevaluate timelines and allocate resources effectively to address emerging needs.

9. Can you share an example of how you contributed to improving office efficiency or streamlining administrative processes in a previous role?

   Answer: In a previous role, I implemented an electronic filing system that improved document retrieval times and reduced paper waste. I also standardized administrative procedures to ensure consistency and efficiency across departments.
10. Why do you want to work for Kenya AirFreight Handling, and how do you envision contributing to our team?

    Answer: I am impressed by Kenya AirFreight Handling’s reputation for excellence in the aviation industry and its commitment to innovation and customer service. I am excited about the opportunity to contribute my skills and experience to support the company’s growth and success.

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Best wishes in your job search, and thank you for considering a career with Kenya AirFreight Handling. We are committed to attracting and retaining the best employees from all races and backgrounds in our continued effort to become a better development partner. We are an equal opportunity employer and do not charge any application/recruitment fees, whether refundable or not.