The Executive Assistant will provide high level administrative support to the Projects Director, effectively coordinate and facilitate administrative aspects of the office including day to day office management..
Key Duties and Responsibilities:
Effectively managing incoming and outgoing telephone calls and ensuring the highest communication standards are upheld.
Drafting, editing, preparing, and distributing all written communications.
Effectively handling both the internal and external customers of the institution by engaging best practices in customer service.
Effectively handling the Projects Directors office diary by proﬁciently planning and scheduling appointments.
Organizing meetings and video of conference calls including securing venues, setting up the relevant connection equipment, developing the agenda, assisting in preparation of meeting documents, and distributing to participants in a timely manner.
Taking minutes in meetings, following up on action items arising out of meetings and ensuring timely closure.
Liaising with relevant departments as required to accomplish tasks against set targets and deadlines.
Facilitating and responsible for administrative aspects of planned Workshops, conferences and retreats hosted
Preparing presentations as required for the Projects Directors speaking engagements.
Overall management, arrangement and facilitation of travel for the Projects Director: booking tickets in line with the institution ’s travel and procurement policy; timely processing of multiple/single entry visas as required; protocol managements; sourcing appropriate accommodation; arranging and coordinating airport transfers and ground transport; tracking and staying abreast of latest immigration and visa rules, travel advisories. flight schedules /changes, etc.
Ensuring that the expenses are claimed in a timely manner and as per entitlement.
Ensuring sufficient stocks of all required stationery for the office.
Ensuring the hard/soft copy ﬁling systems are in order and well maintained; safe and secure storage of conﬁdential information.
Any other duty as may be required.
Qualifications, Skills and Experience:
The Executive Assistant must hold a Bachelor’s degree in Ofﬁce and Information Management, Bachelor’s degree in secretarial studies or related ﬁeld
Professional qualiﬁcations in office administration, management or public relations will be an added advantage.
A minimum of five years of experience in a senior secretarial position
Prior work experience in a construction / project management firm will be given preference.
S/he should be proﬁcient in MS Office tools and possess excellent written and verbal communication skills.
The ideal candidate should have exceptional interpersonal, organizational, communication, customer service skills, critical thinking and the right attitude.
How to Apply:
All candidates should send in their application packages which should include; an updated CV, copies of academic qualiﬁcations, copies of professional certiﬁcates addressed to the Human Resource and Administration Officer, School of Nursing & Midwifery, Aga Khan University (AKU), P.O Box 8842, Uganda
Email to: firstname.lastname@example.org
Deadline: 22nd September 2019