Executive Assistant

Our client is looking for an executive assistant who can provide highlevel administrative support to the Chief Executive Officer (CEO) ensuring efficient operation of the CEO s office effective communication and the smooth management of daily schedules and tasks.

Responsibilities :

Office Management

• Efficiently coordinate and organize the daily schedules of the CEO ensuring seamless time management.
  
• Maintain accurate and systematic filing of corporate records documents and reports.
  
• Provide general administrative support to the CEO and the executive team as needed.
  
• Assist in preparing for meetings including the accurate recording of minutes and timely dissemination of relevant information.
  
• Analyze incoming memos and submissions distributing them appropriately while ensuring all critical correspondence reaches the CEO promptly.
  
• Prepare comprehensive reports memos invoices letters and other essential documents with accuracy and professionalism.
  
• Manage travel arrangements for the CEO ensuring all logistics are meticulously planned.
  
• Greet visitors professionally determining their access to the CEO and ensuring their comfort while in the office.
  
• Assist in event organization including following up on venues and logistics and coordinating with relevant stakeholders.
  
• Manage the CEO s meetings with partners by planning sending reminders and ensuring there are no conflicting engagements.
  
• Utilize available resources efficiently to meet deadlines and ensure the smooth functioning of the CEO s office.
  
• Perform any other related duties as required by the supervisor.
  

Communication

• Handle incoming calls routing them to the appropriate personnel or taking messages as necessary.
  
• Place and follow up on telephone calls from the CEO s office ensuring all communications are timely and effectively managed.
  

Requirements

• Bachelor s degree in Business Administration Management or a related field.
  
• Minimum of 3 years of experience as an Executive Assistant or in a similar administrative role preferably supporting senior executives.
  
• Skills:
  • Exceptional organizational and time management skills.
    
  • Strong written and verbal communication abilities.
    
  • Proficiency in Microsoft Office Suite (Word Excel PowerPoint Outlook).
    
  • Ability to handle sensitive and confidential information with discretion.
    
  • Strong attention to detail and problemsolving skills.
    
  • Excellent interpersonal skills with a professional demeanor.
    
  • Ability to multitask and prioritize tasks in a fastpaced environment.
    
• Proficiency in English and Kinyarwanda; knowledge of French is an added advantage.
  
• Flexibility to work outside regular business hours when necessary.