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24. Jul, 09:25
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Tarehe ya Mwisho Kutuma Maombi 7. Sep

Executive Assistant to the Country Director

Other Dar es Salaam District Dar Es Salaam
Maelezo ya Bidhaa
Tarehe ya Mwisho Kutuma Maombi
2019-09-07
Jina la Mwajiri / Kampuni
Blue Recruits Employment Solutions
Aina ya Kampuni
Rasilimali Watu
Aina ya Majukumu
Ngazi ya Juu
Aina ya nafasi
Mwajiriwa wa kudumu
Elimu
Shahada
Uzoefu wa miaka
Miaka 5
Maelezo

Essential: Previous experience working for a Multi National Company

Job Location: Masaki, Dar Es Salaam.

Salary: Senior level with all benefits covered

The purpose of this role

is to provide a consistently high standard of professional support to the Country Director in order to ensure that he is able to operate in an efficient manner and maximize the use of his time.

The Executive Assistant will be an ambassador for the Country Director and will use excellent communication skills, a solid understanding of his needs and preferences and a sound sense of judgment to portray a positive first impression to visitors, filter communications and deal with all enquiries in an appropriate manner.

KEY RESPONSIBILITIES

Representing the Country Director

  • To be the first point of contact for all communication to the Country Director o The Executive Assistant will develop a solid understanding of the needs and preferences of the Country Director and wider organization so that they are able to act as ‘gatekeeper’, filtering communication and dealing with enquiries directly where appropriate in order to ensure she is able to work efficiently and maximize the use of her time
  • To meet and greet the Country Director’s visitors ensuring that they are welcomed into a friendly and professional environment
  • To communicate and build relationships with board members, donors and other high profile individuals in a respectful and professional manner

DIARY MANAGEMENT

  • To manage the Country Director’s diary including organization of meeting venues, facilitating travel arrangements and liaising with internal and external participants
  • To use wise judgment to manage and priorities competing demands
  • To ensure all information and papers relating to the Country Director’s meetings are provided prior to the meeting in a well ordered and properly presented manner

ADMINISTRATIVE AND COMMUNICATIONS SUPPORT

  • To provide flawless administrative support to the Country Director. In particular the Executive Assistant will:
  • answer any phone calls and handle the capturing of all messages
  • ensure that all enquiries and correspondence are dealt with promptly and effectively
  • produce letters, reports and documents (including confidential items)
  • utilize a variety of software packages to produce correspondence/documents and maintain presentations, spreadsheets and databases
  • support the Country Director to collate and prepare information for key meetings
  • collate information and prepare the first draft of PowerPoint presentations
  • manage filing systems (both electronic and paper) as directed
  • To compile information from other team members and draft high quality communications aligned with the vision and style of the Country Director and the wider organization, including: News stories and press releases, Website updates and Brochures

GENERAL OFFICE MANAGEMENT / SUPPORT

· To train and manage other members of the team to be able to staff reception effectively, by providing a warm, professional welcome for all visitors to the office

· Provide administrative support as required by the team including:

  • Ensuring the efficient management of information, including making sure that electronic and paper records systems are well maintained
  • Working in close collaboration with other team members to manage general office matters Other

· To complete any other tasks as directed by the Country Director.

QUALIFICATION CRITERIA

  • Qualified to degree level (at least a three year bachelor’s degree) or above
  • Recognized secretarial or administrative qualification beneficial but not essential
  • Right to work Tanzania without a need for permit
  • Minimum 5 years experience

EXPERIENCE

  • Experience of providing PA support or working as an Executive Assistant to a senior level Director
  • Highly computer literate, with experience of data handling and necessary IT systems (including PowerPoint, diary management using Microsoft Outlook and mail merge using Microsoft Word)
  • Experience of handling large amounts of administration and managing competing demands
  • Experience of minute taking
  • Experience of collating information and producing high quality correspondence, reports and presentations

PERSONAL CHARACTERISTICS

  • Excellent verbal communication skills in English and Swahili. Must be able to communicate at all levels and have the confidence to handle difficult phone conversations in a calm and professional manner
  • Excellent interpersonal skills - the ability to build and maintain relationships with high profile individuals
  • Ability work collaboratively with all Ark team members and create a positive team culture
  • Ability to work in a fast paced environment and remain calm under pressure
  • Adaptable, organised, and able to work with minimum supervision
  • A proactive approach to work
  • Sound judgement
  • Able to maintain discretion and confidentiality

SPECIFIC SKILLS

  • Strong administration skills and the ability to maintain and implement effective systems
  • The ability to multitask and prioritise competing demands effectively
  • The ability to write clearly and concisely in English, to produce and maintain documents and to effectively proofread material for public distribution
  • Ability to carry out research tasks as directed

OTHER

Commitment to equality of opportunity; to treating all members of our wider team with dignity; showing tolerance of and respect for the rights of others

SHORTLISTING

Only those candidates meeting the right criteria will be taken forward from application.

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The purpose of this role is to provide a consistently high standard of professional support to the Country Director in order to ensure that he is able to operate in an efficient manner and maximize the use of his time.

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