Uganda Tourism Board Executive Assistant to Chief Executive Officer Jobs in Uganda

Uganda Tourism Board Executive Assistant to Chief Executive Officer Jobs in Uganda

Main Purpose of the Job

To provide professional, confidential, secretarial/administrative support to the Chief
Executive Officer through effective coordination and communication, for efficient planning, directing, managing and coordination of day-to-day organizational activities.

Educational Qualifications

Honour’s degree in Secretarial Studies, information science or Business Studies.

Job Related Experience and Knowledge

3 years’ experience working as an Executive Assistant to a principal.

Experience in Customer Service Delivery.

Office Management experience.

Experience in working with Microsoft Office.

Reporting / Documentation/ Letter writing and records keeping experience.

Key Competencies

Technical Competencies

Proven ability to develop strategic linkages, relationship management, partnerships and networks with Government Agencies, private sector actors, and Development Partners.

Business intelligence and analytical skills.

Excellent communication and report writing/documentation/drafting skills.

Financial Knowledge.

Customer Care.

Information Technology / Computer Skills.

Planning and Organising skills.

Behavioral/Generic Competencies

Thoroughness/ Concern of Excellence.

Result Orientation.

Strategic Thinking.

Personal Integrity.

Excellent interpersonal skills, with the ability to work in a team setting.

Forward Thinking and Influencing.

Job Accountabilities and Objectives (Duties and Responsibilities)

Maintain and Coordinate CEO’s Calendar

Maintain an up-to-date calendar for the CEO to ensure proper scheduling and management of activities, ensuring any changes to venue or time are brought to his/ her attention in good time.

Develop and maintain an up-to-date contact list for the CEO’s business engagements.

Organise facilities for business meetings in support of the CEO’s – book venues, plan for and provide logistics – equipment, stationery, refreshments, and other facilitation for Board Directors’ and Staff meetings.

Perform and provide Secretarial Duties and administrative support

Compose, review, proofread and/or, format
correspondence – e-mails, letters, memos and other official documentation to or from staff, the Board, funders/ donors, strategic partners and other stakeholders for effective communication.

Prepare minutes of CEO’s meetings ensuring that action lists are availed and followed up by relevant persons in a timely fashion.

Provide printing and photocopying materials for CEO’s meetings/ activities.

Information and Communication management

Receive, open, sort and screen and prioritise all incoming written correspondence for the

Managers to ensure distribution and follow up on any responses as appropriate.

Dispatching outgoing mail as appropriate.

Monitor the information flow from the CEO’s office ensuring that it is submitted to the correct destination.

Day to day running of the CEO’s office

Coordinate meetings .

Minute taking (when required).

Ensure briefs are provided for CEO before meetings/events/ trips.

Managing and prioritizing, screening calls, inquiries and monitoring CEO’s account emails,
posts, emails and correspondences.

Call logs maintained.

Diarize all meetings

Outgoing mail book maintained for correspondences

Act as a liaison officer with external stakeholders like the Board members, Line Ministries, Managers, Donors, Stakeholders, among others

Work with PR, QA and Marketing to build a joint contact list

Maintain a database of all contacts for ease of reference by CEO’s office.

Perform duties as may be assigned by the CEO Be quick witted and knowledgeable of CEO’s businesses.

Managing the CEO’s calendar Screen, schedule, re – schedule and ability to prioritize work.

Ensure the CEO has relevant briefs for meetings, events and trips.

Work with departments and officers to ensure briefs are provided in time.

Data management and filling

Proper filling and coding of documents

Use of registry (Not in existence at the moment)

Managing CEO’s welfare

Maintain office hygiene

Ensure travel documents and preparation are in order prior to travel

Key Performance Indicators

Up to date Contact Database for all partners

Call log system in place

Briefing Templates for CEO

Up to date filing system

How to Apply

For more information and job application details, see; Uganda Tourism Board Executive Assistant to Chief Executive Officer Jobs in Uganda

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