Executive Assistant
2025-05-14T13:03:29+00:00
Safe Way Right Way
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FULL_TIME
kampala
Kampala
00256
Uganda
Nonprofit, and NGO
Admin & Office
2025-05-23T17:00:00+00:00
Uganda
8
Responsibilities
o Provide high-level administrative support to the General Manager (GM) to ensure efficient management of schedules, meetings, and communications.
o Manage the GM’s calendar by scheduling appointments, coordinating meetings, and organizing travel arrangements.
o Prepare briefing materials, reports, presentations, and correspondence on behalf of the GM.
o Handle incoming and outgoing communications, ensuring timely responses and follow-ups.
o Organize internal and external meetings, including board meetings, donor meetings, and senior leadership team sessions.
o Prepare agendas, take detailed minutes, track action items, and ensure timely circulation and follow-up.
o Assist the GM in preparing reports and documentation required for strategic and donor meetings.
o Act as the primary point of contact between the GM and internal/external stakeholders, including staff, government agencies, partners, donors, and government agencies.
o Maintain professional communication and confidentiality on all matters related to the office of the GM.
o Support the dissemination of important organizational updates and decisions.
o Serve as a liaison between the GM’s office and external stakeholders including legal firms, donors, and strategic partners.
o Support the GM in ensuring organizational compliance with statutory obligations (e.g., NGO Bureau regulations, URA, NSSF, Labour laws).
o Maintain an updated register of all contracts, legal documents, licenses, and ensure timely renewals.
o Assist in drafting and reviewing internal policies and governance documents to align with current laws and best practices.
o Support the GM in tracking organizational priorities, strategic initiatives, and special projects.
o Monitor deadlines and deliverables, ensuring the GM’s office stays ahead on critical tasks.
o Coordinate cross-departmental projects at the GM’s request, ensuring alignment with SWRW’s goals.
o Oversee the administrative operations of the GM’s office, ensuring it operates smoothly and professionally.
o Manage filing systems (electronic and hard copy) for confidential and general office records.
o Coordinate logistics for high-level visitors, training sessions, events, and special engagements.
o Conduct research, compile data, and prepare analytical reports to support the GM’s decision-making.
o Ensure proper archiving of contracts, agreements, and strategic documents.
o Maintain databases and contacts lists for key partners, stakeholders, and government entities.
o Conduct legal research on road safety policies, labor laws, contracts, and regulatory frameworks/. impacting SWRW operations.
o Provide summaries, briefs, and recommendations to support decision-making by the GM and leadership team.
o Keep the GM updated on relevant changes in the Ugandan legal and regulatory environment that could affect operations.
o Ensure adherence to SWRW’s policies on confidentiality, safeguarding, and risk management.
o Protect sensitive information and maintain the highest level of professionalism in handling organizational matters.
Key Skills and Competencies
o Excellent organizational and multitasking skills.
o Strong verbal and written communication skills.
o High-level proficiency in MS Office (Word, Excel, PowerPoint, Outlook).
o Strong problem-solving skills and attention to detail.
o Professional discretion and ability to handle sensitive information.
o Ability to work independently and manage competing priorities.
Required Qualifications
o Bachelor’s degree in Business Administration, Management, Public Administration, or a related field.
o Training or certification in Executive Assistance, Office Administration, or Project Management is an advantage.
o At least 2–5 years of relevant experience supporting senior executives or management in a busy environment, preferably within an NGO or donor-funded institution.
o Experience working in a fast-paced, multicultural environment is highly desirable.
Responsibilities o Provide high-level administrative support to the General Manager (GM) to ensure efficient management of schedules, meetings, and communications. o Manage the GM’s calendar by scheduling appointments, coordinating meetings, and organizing travel arrangements. o Prepare briefing materials, reports, presentations, and correspondence on behalf of the GM. o Handle incoming and outgoing communications, ensuring timely responses and follow-ups. o Organize internal and external meetings, including board meetings, donor meetings, and senior leadership team sessions. o Prepare agendas, take detailed minutes, track action items, and ensure timely circulation and follow-up. o Assist the GM in preparing reports and documentation required for strategic and donor meetings. o Act as the primary point of contact between the GM and internal/external stakeholders, including staff, government agencies, partners, donors, and government agencies. o Maintain professional communication and confidentiality on all matters related to the office of the GM. o Support the dissemination of important organizational updates and decisions. o Serve as a liaison between the GM’s office and external stakeholders including legal firms, donors, and strategic partners. o Support the GM in ensuring organizational compliance with statutory obligations (e.g., NGO Bureau regulations, URA, NSSF, Labour laws). o Maintain an updated register of all contracts, legal documents, licenses, and ensure timely renewals. o Assist in drafting and reviewing internal policies and governance documents to align with current laws and best practices. o Support the GM in tracking organizational priorities, strategic initiatives, and special projects. o Monitor deadlines and deliverables, ensuring the GM’s office stays ahead on critical tasks. o Coordinate cross-departmental projects at the GM’s request, ensuring alignment with SWRW’s goals. o Oversee the administrative operations of the GM’s office, ensuring it operates smoothly and professionally. o Manage filing systems (electronic and hard copy) for confidential and general office records. o Coordinate logistics for high-level visitors, training sessions, events, and special engagements. o Conduct research, compile data, and prepare analytical reports to support the GM’s decision-making. o Ensure proper archiving of contracts, agreements, and strategic documents. o Maintain databases and contacts lists for key partners, stakeholders, and government entities. o Conduct legal research on road safety policies, labor laws, contracts, and regulatory frameworks/. impacting SWRW operations. o Provide summaries, briefs, and recommendations to support decision-making by the GM and leadership team. o Keep the GM updated on relevant changes in the Ugandan legal and regulatory environment that could affect operations. o Ensure adherence to SWRW’s policies on confidentiality, safeguarding, and risk management. o Protect sensitive information and maintain the highest level of professionalism in handling organizational matters.
Excellent organizational and multitasking skills. o Strong verbal and written communication skills. o High-level proficiency in MS Office (Word, Excel, PowerPoint, Outlook). o Strong problem-solving skills and attention to detail. o Professional discretion and ability to handle sensitive information. o Ability to work independently and manage competing priorities.
Bachelor’s degree in Business Administration, Management, Public Administration, or a related field. o Training or certification in Executive Assistance, Office Administration, or Project Management is an advantage. o At least 2–5 years of relevant experience supporting senior executives or management in a busy environment, preferably within an NGO or donor-funded institution. o Experience working in a fast-paced, multicultural environment is highly desirable.
JOB-682494a12711a
Vacancy title:
Executive Assistant
Jobs at:
Safe Way Right Way
Deadline of this Job:
Friday, May 23 2025
Duty Station:
kampala | Kampala | Uganda
Summary
Date Posted: Wednesday, May 14 2025, Base Salary: Not Disclosed
JOB DETAILS:
Responsibilities
o Provide high-level administrative support to the General Manager (GM) to ensure efficient management of schedules, meetings, and communications.
o Manage the GM’s calendar by scheduling appointments, coordinating meetings, and organizing travel arrangements.
o Prepare briefing materials, reports, presentations, and correspondence on behalf of the GM.
o Handle incoming and outgoing communications, ensuring timely responses and follow-ups.
o Organize internal and external meetings, including board meetings, donor meetings, and senior leadership team sessions.
o Prepare agendas, take detailed minutes, track action items, and ensure timely circulation and follow-up.
o Assist the GM in preparing reports and documentation required for strategic and donor meetings.
o Act as the primary point of contact between the GM and internal/external stakeholders, including staff, government agencies, partners, donors, and government agencies.
o Maintain professional communication and confidentiality on all matters related to the office of the GM.
o Support the dissemination of important organizational updates and decisions.
o Serve as a liaison between the GM’s office and external stakeholders including legal firms, donors, and strategic partners.
o Support the GM in ensuring organizational compliance with statutory obligations (e.g., NGO Bureau regulations, URA, NSSF, Labour laws).
o Maintain an updated register of all contracts, legal documents, licenses, and ensure timely renewals.
o Assist in drafting and reviewing internal policies and governance documents to align with current laws and best practices.
o Support the GM in tracking organizational priorities, strategic initiatives, and special projects.
o Monitor deadlines and deliverables, ensuring the GM’s office stays ahead on critical tasks.
o Coordinate cross-departmental projects at the GM’s request, ensuring alignment with SWRW’s goals.
o Oversee the administrative operations of the GM’s office, ensuring it operates smoothly and professionally.
o Manage filing systems (electronic and hard copy) for confidential and general office records.
o Coordinate logistics for high-level visitors, training sessions, events, and special engagements.
o Conduct research, compile data, and prepare analytical reports to support the GM’s decision-making.
o Ensure proper archiving of contracts, agreements, and strategic documents.
o Maintain databases and contacts lists for key partners, stakeholders, and government entities.
o Conduct legal research on road safety policies, labor laws, contracts, and regulatory frameworks/. impacting SWRW operations.
o Provide summaries, briefs, and recommendations to support decision-making by the GM and leadership team.
o Keep the GM updated on relevant changes in the Ugandan legal and regulatory environment that could affect operations.
o Ensure adherence to SWRW’s policies on confidentiality, safeguarding, and risk management.
o Protect sensitive information and maintain the highest level of professionalism in handling organizational matters.
Key Skills and Competencies
o Excellent organizational and multitasking skills.
o Strong verbal and written communication skills.
o High-level proficiency in MS Office (Word, Excel, PowerPoint, Outlook).
o Strong problem-solving skills and attention to detail.
o Professional discretion and ability to handle sensitive information.
o Ability to work independently and manage competing priorities.
Required Qualifications
o Bachelor’s degree in Business Administration, Management, Public Administration, or a related field.
o Training or certification in Executive Assistance, Office Administration, or Project Management is an advantage.
o At least 2–5 years of relevant experience supporting senior executives or management in a busy environment, preferably within an NGO or donor-funded institution.
o Experience working in a fast-paced, multicultural environment is highly desirable.
Work Hours: 8
Experience in Months: 24
Level of Education: bachelor degree
Job application procedure
Interested in applying for this job? safewayrightwayug.org&form%5Bvalid-to%5D=Friday,%20May%2023%202025">Click here to submit your application now.