The Ugandan Jobline

• Managing
  each Directors’ diary and calendar in an effective and strategic way.
• Liaise
  with each Director on a daily basis regarding short, medium and long term
  plans. Liaison with internal and external parties to arrange meetings and
  calls, establishing priorities and negotiating diary changes with the
  respective Director.
• Coordinating
   all planned meetings.
• Arranging
  meetings, especially those organized by the executive team e.g. Board
  meetings, SMT meetings, general staff meetings, ad hoc meetings. This
  includes ensuring materials are available for all participants, equipment
  is provided, and outputs
  recorded, including preparations of high quality, usable minutes.
• Run
  a professional office.
• Ensuring
  that telephone calls are dealt with in a professional way.
• Ensure
  staff and visitors are always attended to promptly and diplomatically and
  that all messages are properly recorded and conveyed to the respective
  Director.
• Manage
  access to each Director.
  Respecting an open door environment, exercise discretion to restrict
  access to each Director according to schedules and each Director’s
  preference.
• Organise
  travel plans, including logistics and accommodation in a proactive manner.
  Flights and accommodation should be booked timorously with an eye to
  budgets, and schedules produced for the Director.
• Good
  administration of material.
• Develop
  and maintain a well-organized and easy to follow filing system that
  permits easy reference to and rapid retrieval of information whether in
  soft copy or hard copy depending on the preference of each Director.
• Assist
  each Director in preparation of presentation materials.
• Prioritize
  and manage multiple projects simultaneously, and follow through on issues
  in a timely manner
• Conduct
  secretarial duties as directed by the executive management i.e.; drafting,
  typing, editing and formatting documents and letters that go out to
  partners, stakeholders, clients and staff.
• Responsible
  for continuously expanding and updating professional knowledge and honing
  training skills in order to enhance individual and team innovation and
  productivity

• Keep
  all important information (especially HR data) and business secrets confidential,
  acknowledging the importance of the material handled by each Director.
  
  

• The
  applicant should possess a bachelor’s degree in Social Sciences,
  secretarial studies humanities or related discipline.
• At
  least five years experience in a similar position.
• A
  comprehensive knowledge of MS Office packages.
• Good
  analytical, planning and organizational skills
• Proven
  excellent technical oral, written, and editing abilities;
• Ability
  to work in stringent deadlines
• Results-orientated
  atmospheres
• Able
  to think strategically and a good planner

Related Jobs