Executive Assistant for the INVITE Trust Investment Committee job at The Invite

Background

The Government of the Republic of Uganda represented by the Ministry of Finance and Economic Development, in collaboration with the International Development Association (IDA) and other development partners including the Netherlands, the United Kingdom and Sweden is implementing the Industrial Transformation and Employment (INVITE) project. The Project is financed by IDA and by a Multi Donor Trust Fund (MDTF).

The Project is being implemented by the Ministry of Finance, Planning and Economic Development (MoFPED) and the Bank of Uganda (BoU) through the INVITE Trust, in charge of implementing sub-components 1 and 2.1 and 2.2 and 4 (a) of the list of four components above, and the Private Sector Foundation Uganda (PSFU), in charge of the remaining component and of facilitating the hiring process of the INVITE Trust. The INVITE Trust is a special-purpose vehicle created by GoU to address finance-related constraints that inhibit enterprise growth.

To govern the Trust, an Investment Committee (IC) has been established and is the highest decision-making body of the Trust, tasked with ensuring transparency and objectivity in its management.

The PSFU now invites suitably qualified individuals, with qualifications and experience as detailed below, to apply for the position of Executive Assistant for the INVITE Trust Investment Committee.

Job Purpose and Scope:

The EA will provide top-level administrative support to Investment Committee which includes schedule management, document preparation, logistical support and communication handling. The EA will be significant in ensuring that the IC Office runs smoothly and efficiently, providing the necessary organizational support. Therefore the ideal candidate must have strong communication skills, ability to maintain confidentiality and demonstrate exceptional attention to detail. Objectives of the role:

Providing secretarial and administrative support to the IC, including managing schedules, meeting planning, and document preparation.
Acting as a liaison between the IC and internal/external stakeholders, handling communications on their behalf.
Managing travel arrangements, itineraries, and event planning for the IC.
Maintaining confidentiality and handling sensitive information with discretion.
Coordinating and attending IC meetings, taking minutes, and following up on action items.
Overseeing special projects and initiatives as directed by the IC, including research, report preparation, event coordination, and correspondence handling.
Ensuring the IC office operates efficiently by organizing files and maintaining records accurately.
Logistical support by ensuring the uninterrupted availability of all essential office supplies to the IC

Specific Tasks:

Organize and schedule meetings, appointments, and conferences, ensuring all materials are prepared in advance.
Draft, proofread, and distribute emails, memos, and other correspondence handling on behalf of the executives.
Track and prioritize tasks for the IC, ensuring deadlines are met, and issues are escalated as necessary.
Manage IC expense reports, invoices, and other financial documents.
Handle incoming calls and communications, prioritizing important matters and redirecting as appropriate.
Assist with preparing and coordinating IC meetings, including agenda preparation and minute-taking.
Maintain databases and records for IC reference and ensure documents and correspondence are handled and filed systematically.

Required qualifications and experience:

Academic qualification:

• Bachelor’s degree in Business Administration, Office Management, Administrative and Secretarial Services, Business Administration, Social Science, Management, or a related field.
• A post-graduate qualification in human resource management, project planning & management, business administration, stores/logistics management, and Secretarial Science
• A relevant Master’s degree and Membership to a professional body will be an added advantage
• Certification in office administration, executive assistance, or secretarial studies

Experience:

• 5 years of experience as an Executive Assistant, Administrative Officer, or similar secretarial or administrative support role, supporting a senior executive of a Corporate entity.
• Proficiency in office management software (e.g., Microsoft Office Suite, Google Workspace).
• Excellent written and verbal communication skills.
• Good time management with the ability to multitask and prioritize tasks in a fast-paced environment.
• Attention to detail and accuracy in handling tasks and documents.
• High level of professionalism, integrity, and discretion in handling sensitive information.
• Excellent interpersonal skills for interacting with stakeholders at all levels.
• Strong problem-solving and critical thinking skills with the ability to work independently.

Preferred skills

• Proactive with the ability to anticipate the needs and take initiative.
• Advanced knowledge of document management and record-keeping systems.
• Experience handling international travel and scheduling across time zones.
• Strong understanding of corporate confidentiality and regulatory compliance.
• Familiarity with business analytics and reporting tools.
• Familiarity with CRM software and other office management tools.
• Familiarity with project management tools and office automation systems.
• Bilingual or multilingual proficiency for interacting with international stakeholders
• Ability to work with minimal supervision.

• Providing secretarial and administrative support to the IC, including managing schedules, meeting planning, and document preparation.
• Acting as a liaison between the IC and internal/external stakeholders, handling communications on their behalf.
• Managing travel arrangements, itineraries, and event planning for the IC.
• Maintaining confidentiality and handling sensitive information with discretion.
• Coordinating and attending IC meetings, taking minutes, and following up on action items.
• Overseeing special projects and initiatives as directed by the IC, including research, report preparation, event coordination, and correspondence handling.
• Ensuring the IC office operates efficiently by organizing files and maintaining records accurately.
• Logistical support by ensuring the uninterrupted availability of all essential office supplies to the IC

• Proficiency in office management software (e.g., Microsoft Office Suite, Google Workspace).
• Excellent written and verbal communication skills.
• Good time management with the ability to multitask and prioritize tasks in a fast-paced environment.
• Attention to detail and accuracy in handling tasks and documents.
• High level of professionalism, integrity, and discretion in handling sensitive information.
• Excellent interpersonal skills for interacting with stakeholders at all levels.
• Strong problem-solving and critical thinking skills with the ability to work independently.

• Bachelor’s degree in Business Administration, Office Management, Administrative and Secretarial Services, Business Administration, Social Science, Management, or a related field.
• A post-graduate qualification in human resource management, project planning & management, business administration, stores/logistics management, and Secretarial Science
• A relevant Master’s degree and Membership to a professional body will be an added advantage
• Certification in office administration, executive assistance, or secretarial studies