Job Description
Title: Technical Advisor/Executive Assistant to the CEO
Reports to: CEO
Education level: Bachelor’s degree in business administration/Law or equivalent
Job Purpose
The Executive Assistant to the CEO is responsible for providing comprehensive support to the CEO, board of directors, and Executive Team and managing the company’s office operations. This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.
Technical advisor/executive Assistant to the CEO responsibilities include but not limited to:
- Provide sophisticated calendar management for CEO. Prioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements.
- Act as a liaison and provide support to the Board of Directors. Arrange and handle all logistics for Board meetings and events: schedule meetings; draft agendas; develop, compile, and distribute presentation materials; and record meeting minutes on behalf of Board Secretary. Adhere to compliance with applicable rules and regulations set in by laws regarding Board matters.
- Complete a broad variety of administrative tasks that facilitate the CEO’s ability to effectively lead the organization, including assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; making travel arrangements; and completing expense and mileage reports.
- Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the CEO, including those of a highly confidential or critical nature. Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect CEO’s style and organization policy.
- Work closely with the CEO to keep him well informed of upcoming commitments and responsibilities, following up appropriately. Act as a “barometer,” having a sense for the issues taking place in the environment and keeping the CEO updated. Anticipate CEO’s needs in advance of meetings, conferences, etc.
- Maintain open communications with the RUGC team, including meeting regularly with their operations providing information and documents as needed.
- Coordinate all Executive Team meetings and retreats and assist with staff meetings and events as needed.
- Provide “gatekeeper” and “gateway” role, providing a bridge for smooth communication between the CEO and staff, demonstrating leadership to maintain credibility, trust, and support with the Executive Team. Complete projects by assigning work to appropriate staff, including the Executive Team, on behalf of the CEO.
- Work with the Executive Team to coordinate the CEO’s outreach activities. Follow up on contacts made by the CEO to cultivate ongoing relationships.
- Assists in coordinating the agenda of senior management team meetings and off-sites, and all staff meetings.
- Replenish CEO’s office materials such as refreshments, printer supplies, paper, office supplies, etc.
- Provide event management support as requested.
- Provide hospitality to all guests and help to create a welcoming environment.
- Answer main phone line and respond to inquiries.
- Process and distribute daily mail.
- Invest in building long-lasting relationships both externally and internally.
- Other projects/duties as assigned for the overall benefit of the company.
Skills and Qualifications:
- 5years of experience in working as the Advisor/executive assistant.
- Strong ability to execute work with a diversity, equity, and inclusion lens.
- Significant executive support experience.
- Expert proficiency with Microsoft Office and desktop publishing software.
- Technical proficiency and problem-solving.
- Strong verbal and written communication skills.
- Exceptional organizational skills and impeccable attention to detail.
- High degree of professionalism in dealing with diverse groups of people, including Board members, senior executives, and staff.
- Make appropriate, informed decisions regarding priorities and available time.
- Ability to complete a high volume of tasks and projects with little or no guidance.
- Ability to react with appropriate levels of urgency to situations and events that require quick response.
- Able to maintain a high level of integrity and discretion in handling confidential information.
- Excellent judgment is essential.
- Ability to switch gears at a moment’s notice.
Languages:
- Fluency in English is required, both oral and written.
- Fluency in French will be an asset.
Required documents:
- A detailed CV with 3 contacts of professional referees.
- A one-page cover letter with a motivation statement in relation to the responsibilities and requirements for this position.
- Copies of academic degree, professional training certificates, and other relevant training certificates
- Copy of ID card
- The applicants for this position must be Rwandan.
The deadline for submitting applications is October 4th, 2023, at 14:00 hrs. Kigali time.
All applicants should submit their zipped documents on hr@rwandagolf.rw
Only selected candidates for interview will be contacted.
All unzipped documents will be automatically disqualified.
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