Office Manager and Personal Assistant to the Chief Executive Officer (CEO) at Q-Sourcing (Deadline: 16th December 2021)

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Job Description

Our client is an equity investment fund designed to provide seed capital to companies operating in Africa, with an emphasis on activities to promote and facilitate intra-African trade, trade-related infrastructure and value added exports in form of both goods and services.

Position: Office Manager and Personal Assistant to the Chief Executive Officer (CEO)

Reports to: Chief Executive Officer

Location: Kigali, Rwanda

Job Summary: Provide administrative support to the Chief Executive Officer and the Client’s Team.

Duties and Responsibilities

  • Manage the personal calendar of the CEO, and book appointments/organize meetings and calls with staff, clients, and Board
  • Manage CEO’s electronic diary, assess priority of appointments and reallocate as
  • Draft routine correspondence and prepare presentations on behalf of the
  • Receive and sort incoming mails and ensure all correspondence is dealt with
  • Screen phone calls and deal with enquiries whenever applicable with tact and
  • Maintain effective and comprehensive electronic and paper filing systems to ensure ease of access, security, and confidentiality of all files, records, and reports.
  • Ensure all official documents (passport, visa, insurances, memberships, etc.) are renewed before their
  • Arrange travel itinerary for the CEO and the team, make accommodation reservations, and prepare expense accounts and allocations as requested.
  • Ensure prompt dispatch of board meeting agenda to Board Members prior to Board
  • Assist the CEO in preparing documentation for Management, Board, and other meetings as may be required.
  • Collate the schedule of the Board Members seating allowances and fees; raise approval memos for payment of their allowances and fees for the CEO’s
  • Prepare invoices and manage petty cash for office purchases following procurement guidelines
  • Register the CEO and his delegates for conferences and prepare relevant documentation for meetings.
  • Take minutes during meetings, prepare and submit reports of meetings & summary of briefs for CEO’s decision and
  • Manage relationships with PAs of clients’ representatives, suppliers, and other external
  • Coordinate logistics and activities of external visitors to the Office of CEO and team.
  • Coordinate in-bound and out-bound communication from the CEO’s office. This includes drafting of official letters, advising CEO of incoming communication, and preparing appropriate responses as may be advised by the CEO.
  • Carry out high-level research on various topics as may be required by the CEO.
  • Ensure that the CEO’s office is ready for use every morning and that all required documentation, stationary, newspapers, etc. are in place.
  • Keep updated, Client’s and Partner protocols, relevant processes, and procedures and ensure adherence.
  • Maintain a professional and effective communication network across the organization with regards to the CEO’s availability and
  • Oversee administrative support and ensure office runs smoothly.
  • Any other duties and responsibilities as may be designated by the CEO or Management team.

Qualifications Required:

  • First degree in Business Administration/Secretarial Studies or related Social Sciences discipline
  • A post-graduate degree in a relevant field is
  • Minimum of 5 years experience in office support, secretarial or administrative function in a reputable
  • Demonstrable proficiency in English and French.
  • Understanding of basic rules of vocabulary, grammar, spelling and
  • Knowledge of business math for completing non-technical calculations such as addition, subtraction, multiplication, and division.
  • Knowledge of scheduling & coordination of travel
  • Understanding of basic techniques of record and file organization

Skills & Competencies

  • Phone Etiquette
  • Report writing
  • Office Operations Management
  • Digital dexterity to operate a computer and other standard office equipment
  • Proficiency in use of MS Office tools (Excel, Word, PowerPoint )
  • Communication
  • Planning & Organization
  • Confidentiality
  • Interpersonal skills
  • Language Proficiency

APPLY:

Interested candidates can send their CV to jobsrwanda@qsourcing.com

The email subject should be “Application for PA/Office Manager to CEO”

Deadline 16th December 2021

Only shortlisted candidates will be contacted.






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