Executive Assistant
Executive Assistant
Employer Active
Job Alert
You will be updated with latest job alerts via email
Share
Job Alert
You will be updated with latest job alerts via email
Job Description
Job Title: Executive Assistant to the Director of Music Education
Job Category: Support Staff
Department/Group: Music & LifeSkills
Job Code: E. A
Location: Kampala HQ
Travel: To outreach programmes and performance venues in Uganda
Position Type: Full Time
Reportees: None
Reports To: Director of Music Education
Stakeholder relationships;
Internal: Head of Departments Operations M&E Teachers Media
External: Beneficiaries Partners Clients Public.
Job Purpose:
To provide administrative support to the Director of Music Education (DoME) with the sole aim of achieving the overall objective of the organisation.
Key Result Areas/ Roles and responsibilities
Executive Assistance
To manage the DoME s diary and appointments ensuring effective use of time and preparation of papers and information in advance.
To prepare and/or draft correspondence for the DoME i.e. reports memos etc as required.
To make domestic and foreign travel arrangements for the DoME prepare itineraries prepare and compile travel vouchers and maintain all travel records.
To research compile assimilate and prepare confidential and sensitive documents and brief the Executive regarding contents.
To manage the DoME office budget and take responsibility for monitoring expenditures while submitting reports.
Research and Project support: Assist with and undertake research for projects for the DoME
To coordinate and participate in committees or task forces as assigned.
To build and consolidate pleasant relationships with stakeholders and maintain a good disposition towards all of them to ensure lasting relationships are built.
To prepare agendas and collect materials for department meetings speeches and conferences; to take minutes and keep records of proceedings as required.
To act as the liaison between the executive and subordinates or others exchanges information; to transmit directives instructions and assignments and follow up on the status of assignments.
Band and Outreach Programmes
Ensure that the schedule(s) are updated routinely as required for both outreach programmes and internal weekly training while ensuring adherence to the schedules.
In liaison with other support staff ensure teachers attend assigned BfA activities on time.
Organise logistics for performance opportunities for the Teacher Band AllStar Band and The Tayside Pearls.
Update the performance and events calendar and inform DoME of any changes/updates;
Assist with event planning and management.
External Relations
Support the DoME with sorting and addressing external concerns related to Music and Lifeskills activities at outreach partners
Process and respond to outreach partner concerns and queries addressing them internally to the concerned persons as may be required
Ensure outreach focal persons are updated on schedule changes or cancellations in good time
Follow up with partners on required information including event forms submission consents and all
Prepare monthly briefs for partners
Maintain good relationships with partners
Compliance & Reporting
Ensure adherence to standards policies and procedures in department operations.
Prepare and submit periodic reports.
Perform any other duties as may be assigned by the Line Manager from time to time.
Key Performance Indicators (KPIs):
Budget and Resource Management
Compliance & Reporting Adherence; Rate of compliance exceptions
Efficiency in the preparation of documents and agendas
Quality & timeliness in submission of reports
Stakeholder Engagement & Relationship Building
Timely and accurate handling of correspondence
Requirements
Experience & Qualification:
Essential:
A bachelor s degree in Business Administration Public Administration Education and Social Work or any other related field.
Desirable:
2 years experience supporting at the executive level
2 years experience working with an international organisation/company.
Job Personal Specifications and Desired Competencies:
Passionate about bringing education and opportunities to disadvantaged youth in Africa.
Excellent calendar management skills including the coordination of complex executive meetings.
Experience in scheduling travel arrangements for management
Ability to think spontaneously when required by the management for business development.
Excellent organisational skills ability to multitask selfmotivated and ability to work in a fastpaced environment.
Excellent verbal (English and Luganda) written (English) and interpersonal communication skills.
Excellent computer skills including knowledge of Microsoft Word Excel PowerPoint etc and Communication Channels including Email Monday.com Slack Zoom Google Meet etc.
Ability to work under pressure to meet a deadline
Ability to research digest analyse and present material clearly and concisely
Capable of thinking on their feet in a crisis and using initiative
Employment Type
Full Time
