Executive Assistant

Kampala

•

Uganda

Contract Type

Description

About the Role

Reporting to the Managing Director, the Executive Assistant role will provide high-level administrative, strategic, and operational support to the Managing Director. The role is responsible for managing executive schedules, coordinating communication, facilitating board and management meetings, preparing reports and presentations, monitoring implementation of management decisions, and ensuring the efficient operation of the Executive Office while maintaining the highest level of confidentiality and professionalism.

PRIMARY

Responsibilities

• Executive Support & Office Management
• Manage the Managing Director’s calendar, appointments, meetings, travel arrangements, and daily schedule to ensure effective use of executive time.
• Coordinate and prioritize the MD’s meetings, engagements, and executive commitments, ensuring timely preparation and follow-up.
• Manage confidential correspondence, communications, records, and documentation with a high level of discretion and professionalism.
• Draft, review, and coordinate incoming and outgoing correspondence on behalf of the MD.
• Prepare memoranda, letters, requisitions, forms, briefing notes, and other executive documents as required.
• Anticipate and manage executive priorities, requests, and administrative requirements, exercising sound judgment and maintaining confidentiality.
• Maintain an organized and efficient executive office, ensuring effective document management and accessibility of critical information.
• Stakeholder Coordination & Communication
• Serve as the key liaison between the Managing Director and internal and external stakeholders, ensuring professional and timely communication.
• Coordinate communication and information flow between the MD’s office, departments, senior management, and key external stakeholders.
• Facilitate timely responses to inquiries, requests, and correspondence directed to the MD’s office.
• Build and maintain professional relationships with Board members, senior management, clients, partners, regulators, and other key stakeholders.
• Coordinate executive communications and ensure that relevant information is accurately and promptly shared with the appropriate stakeholders.
• Management & Board Administration
• Plan, organize, and coordinate Management, Board, and staff meetings, including logistics and required documentation.
• Prepare and circulate meeting agendas, presentations, reports, briefing materials, and supporting papers in advance of meetings.
• Attend Management and executive meetings and prepare accurate, concise, and timely minutes and records of proceedings.
• Coordinate the compilation, review, and submission of Board papers and Management reports.
• Maintain an effective tracker of Board and Management resolutions, decisions, and action points.
• Communicate agreed actions to responsible departments and follow up to ensure timely implementation and accountability.
• Strategic Reporting & Documentation
• Prepare, review, edit, and proofread management reports, presentations, briefing notes, and other executive documents.
• Consolidate departmental reports, budgets, plans, and submissions for review by the Managing Director and senior management.
• Support the preparation of strategic plans, business reviews, performance reports, and other management planning documents.
• Conduct quality checks to ensure reports and submissions are accurate, complete, consistent, and professionally presented.
• Maintain accurate and confidential records of executive, Management, and Board documentation.
• Project Coordination & Executive Follow-Up
• Conduct research, analysis, and information gathering on special assignments, strategic initiatives, and projects as directed by the MD.
• Provide relevant insights, analysis, and recommendations to support executive decision-making.
• Monitor progress of strategic initiatives and key assignments and provide regular updates to the MD.
• Follow up with departments on outstanding actions, decisions, and commitments to ensure timely delivery.
• Identify delays, gaps, or emerging issues and escalate them to the MD for appropriate action.
• Prepare status reports highlighting progress, outstanding actions, risks, and required interventions.
• Senior Management & Organizational Support
• Provide high-level administrative and coordination support to the Managing Director and senior management as required.
• Coordinate cross-functional activities and support the implementation of organizational priorities and initiatives.
• Assist in planning and coordinating executive events, workshops, retreats, conferences, and stakeholder engagements.
• Support the implementation and adherence to organizational policies, procedures, and executive office protocols.
• Undertake special assignments and other duties as may be assigned by the Managing Director.
• Who We’re Looking For
• Academic & Professional Qualifications
• Bachelor’s degree in social sciences, Business Administration or a related discipline.
• Minimum of 2 years’

Experience

• in Executive Assistant, office administration, or a similar role.
• Key Competencies
• Executive Administration & Coordination – Ability to effectively manage executive schedules, meetings, travel, correspondence, and office operations.
• Communication & Stakeholder Management – Strong written and verbal communication skills with the ability to build and maintain professional relationships at all levels.
• Planning & Organizational Skills – Excellent ability to prioritize tasks, coordinate multiple activities, and meet deadlines in a fast-paced environment.
• Report Writing & Analytical Skills – Competence in preparing reports, presentations, board papers, budgets, and conducting research to support decision-making.
• Confidentiality & Professionalism – Demonstrates integrity, discretion, sound judgment, and the ability to handle sensitive information with utmost confidentiality.
• Problem-Solving & Results Orientation – Proactive, resourceful, and capable of identifying solutions, following through on action items, and delivering high-quality results.
• Attention to Detail – Ensures accuracy, completeness, and quality in documentation, reports, and executive communications.
• Computer Proficiency – Skilled in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other business productivity tools.
• Tags
• Administrative, clerical
• Banking, microfinance, insurance
• Entry and Basic-level
• Uganda
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