Executive Assistant job at Old Mutual

About This Job:

Q-Sourcing Limited trading as Q-Sourcing Servtec is a manpower management solutions firm operating in the East African Region in the countries of Uganda, Kenya, Tanzania, Rwanda, and South Sudan.

On behalf of our client Old Mutual Insurance Uganda, we are looking for a skilled and competent Executive Assistant to work on site.

Role Summary

This role is responsible for providing executive support to the Group Managing Director (GMD), Asset Management. A key responsibility of the role is supporting the GMD Asset Management with all administrative matters of his/her office, including meeting set-up and coordination, managing appointments with internal and external stakeholders, coordinating the preparation and distribution of both board and management reports, facilitating approvals, payments, and travel arrangements, managing the GMD’s diary, and taking minutes in OMIG Exco meetings and any other appropriate internal meetings, etc. The individual is accountable for achieving results through their own effort and proactiveness.

KEY RESPONSIBILITIES

• Perform secretarial duties for the Executive.
• Collate statistical information in predetermined formats or formats developed by the individual, and integrate data into daily, weekly, and monthly reports.
• Manage queries on behalf of the Executive and perform delegated tasks.
• Ensure that the Executive is equipped with the necessary documentation to proceed with meetings.
• Manage diaries.
• Provide the corporate office with support in relation to arranging functions, venue bookings, and making travel arrangements when necessary.
• Maintain confidentiality of information.
• Maintain a strong focus on handling escalated queries from clients, customers, and other stakeholders (with potential for brand damage).
• Often accountable for resolving escalations without the involvement of the senior manager.
• Take minutes and develop non-standard reports, minutes, presentations, and correspondence.
• Maintain a high level of contact with external parties, stakeholders, and clients/customers (company CEOs, executives, etc.).
• May be accountable for managing a budget or significant spending against a budget.

Skills and Competencies

• Strong understanding of the business
• High level of ownership and independence
• Stakeholder management skills
• Communication skills
• Professional ethics — confidentiality, integrity, accountability, trust, championing the customer, embracing diversity, and general conduct
• Teamwork
• Excellent planning and organizational skills
• Excellent verbal and written communication skills
• Analytical and report-writing skills

Experience & Qualifications

• 3 years’ experience
• A degree in a business-related field such as actuarial science, finance, commerce, etc.
• Professional courses, e.g., in data management or analytics, report writing, secretarial work, etc.

• Perform secretarial duties for the Executive.
• Collate statistical information in predetermined formats or formats developed by the individual, and integrate data into daily, weekly, and monthly reports.
• Manage queries on behalf of the Executive and perform delegated tasks.
• Ensure that the Executive is equipped with the necessary documentation to proceed with meetings.
• Manage diaries.
• Provide the corporate office with support in relation to arranging functions, venue bookings, and making travel arrangements when necessary.
• Maintain confidentiality of information.
• Maintain a strong focus on handling escalated queries from clients, customers, and other stakeholders (with potential for brand damage).
• Often accountable for resolving escalations without the involvement of the senior manager.
• Take minutes and develop non-standard reports, minutes, presentations, and correspondence.
• Maintain a high level of contact with external parties, stakeholders, and clients/customers (company CEOs, executives, etc.).
• May be accountable for managing a budget or significant spending against a budget.

• Strong understanding of the business
• High level of ownership and independence
• Stakeholder management skills
• Communication skills
• Professional ethics — confidentiality, integrity, accountability, trust, championing the customer, embracing diversity, and general conduct
• Teamwork
• Excellent planning and organizational skills
• Excellent verbal and written communication skills
• Analytical and report-writing skills

• A degree in a business-related field such as actuarial science, finance, commerce, etc.
• Professional courses, e.g., in data management or analytics, report writing, secretarial work, etc.