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.
