Require a Personal Assistant in Busia , Kenya

Personal & Executive Support

• Manage calendars appointments meetings travel arrangements and important deadlines.
  
• Manage correspondence follow-ups and agreed actions through to completion.
  
• Conduct research and prepare information for the Principals.
  
• Coordinate errands and administrative matters when required.
  
• Maintain organized records and documentation.
  

Finance & Accounts

• Maintain accurate financial records and schedules including invoices receipts and payment confirmations.
  
• Process authorized payments and maintain supporting documentation.
  
• Reconcile bank and other accounts.
  
• Track expenditure bills and recurring payments.
  
• Prepare financial summaries and reports flagging inconsistencies and proposing solutions.
  
• Liaise with auditors banks and other professional advisers where required.
  

Property Administration

• Maintain an up-to-date register of rental properties tenants leases deposits rental income and expenses.
  
• Monitor rental payments and follow up on outstanding amounts.
  
• Maintain schedules of lease expiries rent reviews and other important dates.
  
• Coordinate repairs and maintenance.
  
• Liaise with tenants contractors agents and service providers.
  
• Obtain and compare quotations for repairs and other property-related requirements.
  
• Track property-related expenditure and maintain records of leases invoices receipts utility bills and other supporting documentation.
  
• Conduct or arrange periodic property inspections.
  
• Escalate significant tenant maintenance or financial issues together with practical recommendations.
  

Short-Term / Airbnb Properties

• Monitor bookings occupancy revenue guest payments and related expenses.
  
• Coordinate cleaning maintenance supply replenishment and check-in/check-out arrangements where required.
  
• Liaise with guests service providers and property managers.
  
• Maintain accurate records of property-related income and expenditure.
  
• Monitor property performance highlight issues affecting occupancy revenue or costs and support improvements to operational efficiency and profitability.
  

Farm & Agricultural Administration

• Track farm expenditure support budgeting and maintain supporting records.
  
• Process authorized payments to workers suppliers and service providers.
  
• Track farm inputs supplies and equipment.
  
• Coordinate procurement and obtain quotations.
  
• Identify unusual or unexpected expenditure and bring it to the Principals attention.
  

Business Administration

• Provide administrative and financial support to selected personal and business activities including bookkeeping and account reconciliations.
  
• Maintain business stock and asset records and documentation.
  
• Support procurement and supplier management.
  
• Maintain schedules for important business deadlines and obligations.
  
• Assist with Zoho QuickBooks or similar business systems.
  
• Conduct research to support business decisions and new opportunities.
  

Staff & Operational Support

• Maintain employee records and personnel files including leave contracts salaries and other employment-related information.
  
• Support recruitment and onboarding.
  
• Coordinate staff meetings and follow up on agreed actions.
  
• Promote staff accountability adherence to agreed procedures and standards and a culture of professionalism and excellence.
  
• Identify operational problems early and propose practical solutions.
  

Policies Procedures & Systems

• Develop and maintain organized filing record-keeping and information systems including registers and schedules for assets properties contracts and suppliers.
  
• Document routine operating procedures and develop checklists for recurring tasks.
  
• Maintain calendars for tax statutory property employment and business deadlines.
  
• Review administrative processes identify gaps in controls or documentation recommend improvements and help ensure agreed procedures are implemented consistently.
  

• Diploma or degree in Accounting Finance Business Administration Commerce or a related field.
  
• Approximately 35 years of relevant professional experience.
  
• Good accounting qualification or training such as CPA Part III/IV ACCA or equivalent.
  
• Experience with financial records payments and account reconciliations.
  
• Strong Microsoft Office and computer skills especially Excel Word and PowerPoint.
  
• Strong written and verbal communication skills.
  
• Excellent organizational skills and demonstrated ability to manage multiple priorities independently.