Administrative Assistant / Secretary Job Careers - Goodman International Ltd

Job Title:         Administrative Assistant / Secretary Organization:  Goodman International Ltd Duty Station : Kampala, Uganda ...

Admin Jobs - Executive Assistant to the Country Director - StrongMinds

Job Title:           Executive Assistant to the Country Director
Organization:  StrongMinds Uganda
Duty Station:   Kampala, Uganda
Reporting to:   Country Director

About US:
StrongMinds is a dynamic and fast growing 501(c)(3) social enterprise that focuses on one of the most pervasive mental illnesses in the world.  We treat depression among women of all ages in Africa, where access to mental health treatment is extremely limited, and we are guided by a goal to treat two million depressed African women. 

Job Summary:  The Executive Assistant provides executive support to the Country Director and serves as a liaison to the Board of Directors and Senior Management Team. The Executive Assistant serves as the primary point of contact for internal and external stakeholders on all matters pertaining to the office of the Director. The Executive Assistant must be innovative and be able to multi-task within an entrepreneurial environment that is mission-driven, results driven and community orientated. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant is required to work independently and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

Key Duties and Responsibilities:  
Executive Support
·        Completes a broad variety of administrative tasks for the Director including: managing an extremely active calendar of appointments (both in person and Online); composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings;
·        Plans, coordinates and ensures the Director’s schedule is followed and respected;
·        Communicates directly, and on behalf of the Director, with Board members, donors, staff and others on matters related to the Director’s programmatic activities;
·        Provides a bridge for smooth communication between the Director’s office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff;
·        Works closely and effectively with the Director to keep him/her well informed of upcoming commitments and responsibilities, as well as following up appropriately;
·        Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgment letters, personal correspondence, and other tasks that facilitate the Director’s ability to effectively lead the organisation;
·        Prioritizing conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures; and
·        Manages the Director’s online presence, e.g., social media accounts, twitter feeds etc.
·        Ensure the maintenance of a proper filing and records keeping system (both electronic and paper) for minutes of Country Directors meetings and other related documents relevant to the business continuity of the organization. The filing system should facilitate easy storage and retrieval of information but also ensure the safety of confidential information.
·        Ensure availability of required office supplies, stationery, equipment etc. through the effective management of inventories for the smooth running of the office.
·        Lead the process of development and implementation of the Country Director’s Office budget
·        Ensure that the ambiance in the Country Director’s office is well maintained and depicts the good organisational image
·        Support the CD and Partnership Director to plan for donor visits and other guests (international and national) visiting SMU. This includes airport pick ups, local transport, hotel bookings, coordinating the visit schedule/itinerary and producing the report
·        Board Support and Liaison
·        Serves as the Director’s administrative liaison to the StrongMinds Uganda Board of Directors;
·        Assists board members with travel arrangements, lodging, and meal planning as needed;
·        Maintains discretion and confidentiality in relationships with all board members; and
·        Adheres to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format;
·        Maintain a proper filling system (electronic and paper) for all minutes and other documents that relate to SMU Board of Trustee activities;
·         In liaison with the Board secretary, prepare agendas and minutes of all Board and Board committee meetings, ensuring that action lists are availed and followed up by relevant persons in a timely fashion;
·         Prepare minutes and action points of the relevant meetings coordinated through the Country Director’s office;
Senior Management Liaison
·        Participates as an adjunct member of the Leadership Team including assisting in scheduling meetings, attending all meetings and taking minutes;
·        Assists in coordinating the agenda of senior management team meetings and off-sites, and all staff meetings; and
·        Facilities cross-divisional coordination of travel plans.

Qualifications, Skills and Experience:
·        The applicant must hold a Bachelor’s degree in Business Administration, Mass Communication, Public Administration or a related field required;
·        5-10 years of experience in supporting executives, preferably in an international non-profit organization;
·        Proficient in Microsoft Office (outlook, Word, Excel and PowerPoint) and social media;
·        Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail;
·        Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors;
·        Expert level written and verbal communication skills;
·        Demonstrated proactive approaches to problem-solving with strong decision-making capability;
·        Emotional maturity;
·        Highly resourceful team-player, with the ability to be extremely effective independently;
·        Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrates the highest level of customer/client service and response;
·        Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment;
·        Forward looking thinker, who actively seeks opportunities and proposes solutions;
·        Highly developed cultural awareness and ability to work well in an international environment with people from diverse backgrounds and cultures

The Executive Assistant will also be expected to model StrongMinds’ core values:
·        We are people-focused.
·        We think big and act fast.
·        We are data-driven.
·        We do what we say and say what we do.
·        We believe in collaboration, not competition.

How to Apply:
All candidates should apply online at the link below.

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