JOB VACANCY
POSITION : Executive Assistant
Location : Kigali, Rwanda
Contract Duration : 6 months
ITM Africa Ltd, an international company specializing in all HR solutions is supporting in recruitment of an Executive Assistant On behalf of our client
Purpose of position (role):
Reporting to the Chief Programs Officer, the Executive Assistant will provide senior executive support to the Chief Programs Officer, in support of achievement of all program deliverables including the Young Africa Works strategy. You will partner and effectively coordinate across enterprise including with co-located program teams, relevant enterprise functions, Office of CEO and teams working with the Chief Programs Officer including Advisor to CPO
What you will do :
- Effectively manage the schedule, agendas, and pre-meeting document follow-up and circulation for meetings of the CPO (e.g., Program Senior Team Leadership meetings, Program Team meetings, External Meetings etc.)
- Take minutes at meetings and distribute as and when appropriate.
- Lead follow up of key action items, ensuring that the Chief Programs Officer is prepared for meetings and correspondence and work runs on time, effectively and with efficiency.
- Manage travel in coordination with the travel team and office coordinator and team assistants, including extensive global travel, accommodation reservations, ground transport, travel visas and immunizations.
- Expense management on behalf of the CPO, prepare and submit expense reports accurately and efficiently in line with organizational policies.
- Coordinate and work closely with the Advisor to the CPO and CPO team to ensure smooth functioning of the Office of the CPO.
- Coordinate with other EAs and administrative staff across the enterprise functions regarding meetings and other engagements (internal and external).
- Compose routine correspondence with the ability to be proactive in identifying the need for formal written correspondence.
- Liaise with PR & communications and colleagues regarding functional communications.
- Draft and create documentation (including letterheads, power point decks, board documents, etc.) for CPO’s use.
- Handle the distribution of correspondence. Monitor email and act as appropriate. Ensure attention to accuracy and detail.
- Plan, organize and maintain accurate documentation for the function, including reports.
- Maintain organization of the database, shared network drives and SharePoint sites.
- Act as the initial contact for individuals contacting the Chief Programs Officer and advice regarding the most appropriate avenues to contact the CPO.
- Assess urgency and priority meetings with stakeholders.
- Build, liaise and sustain relationships with employees, external stakeholders and general public on behalf of the Chief Programs Officer.
- Provide support in budget preparation and forecasting of areas under the CPO’s office.
- Support Financial management processes in line with policies and processes.
- Provide backup to other executive administrators as required.
- Participate in meetings to streamline processes where applicable from time to time.
- Participate in Functional Onboarding for direct reports to the CPO.
- Any other responsibilities as may be assigned from time to time..
- You will be a good fit if you have :
- College diploma or University degree is required.
- Minimum 10 years of experience in an Executive Assistant role in a fast-paced environment at corporate/senior level of organization.
- Experience in working in multi-cultural environments.
- Experience working with Senior level executives and interfacing with important stakeholders.
- Experience in managing junior administrative staff.
- Excellent organizing, multi-tasking, planning, prioritization and time management skills.
- Excellent interpersonal skills, exhibiting grace and diplomacy under pressure.
- Strong communication skills in English; written and spoken, and ability to communicate in French (is a plus but not mandatory) and the ability to articulate information to a variety of constituents across cultures.
- Highly proficient in MS Office applications (PowerPoint, Word, Excel, Office 365 and SharePoint).
How to apply :
Click https://forms.gle/QbkLTz8QWkuvoFzj6 to apply directly
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