Executive Assistant to the CEO job at Q-Sourcing
Posted by: great-volunteer
Posted date: 2025-Sep-19
Location: kampala, Kampala, Uganda
Executive Assistant to the CEO 2025-09-18T13:15:24+00:00 Q-Sourcing https://cdn.ugashare.com/jsjobsdata/data/employer/comp_7433/logo/Q-Sourcing.png https://www.qsourcing.com/ FULL_TIME kampala Kampala 00256 Uganda Human Services Admin & Office 2025-09-23T17:00:00+00:00 Uganda 8 The Executive Assistant (EA) to the CEO provides high-level administrative, operational, and strategic support to ensure efficient and effective execution of the CEO’s priorities. The EA serves as a trusted gatekeeper, liaison, and facilitator, managing the CEO’s schedule, driving closure on executive-level issues, coordinating board and committee logistics, and following up on key strategic and operational initiatives. This role is pivotal in enhancing executive productivity, ensuring timely decision-making, and maintaining organizational alignment across all levels. Vehicle electronics KEY DUTIES AND RESPONSIBILITIES. 1. Executive Scheduling & Calendar Management - Manage and prioritize the CEO’s calendar, including internal and external engagements.
- Coordinate scheduling across time zones with multiple stakeholders.
- Ensure the CEO is briefed, prepared, and has all materials for each meeting or engagement.
2. Executive Issue Follow-Up & Closure - Track follow-ups from CEO meetings and ensure closure on strategic and operational issues.
- Act as a liaison between the CEO and internal/external stakeholders to ensure accountability on delegated tasks and decisions.
- Anticipate emerging priorities and adjust workflows proactively.
3. Board & Committee Support - Coordinate and organize local and group-level board meetings, including board committees.
- Prepare, compile, and circulate board packs in advance of meetings.
- Take minutes where required, track action items, and ensure timely follow-up and reporting.
4. Travel & Logistics Management - Manage complex travel itineraries (international and local), including flights, visas, accommodations, and ground transport.
- Prepare detailed travel briefs and coordinate with relevant offices/hosts as needed.
- Report to the CEO and the Board committee any fraud or suspected fraud or misconduct identified during an audit.
- Monitor and review corrective action plan of audit findings for both external and internal reporting.
- Schedule personal meetings that may affect CEO’s calendar (as may be requested by the CEO). These may include family commitments
5. Special Projects & Strategic Support - Provide administrative and coordination support on CEO-led special projects.
- Conduct research, compile reports, and assist with drafting executive-level communications.
- Track milestones and deliverables, ensuring stakeholders are aligned and deadlines are met.
6. General Executive Assistant Functions - Manage incoming communication and correspondence, prioritizing urgent matters.
- Organize and maintain confidential records and files.
- Coordinate expense reports, office admin, and any other ad hoc responsibilities required to support the CEO’s effectiveness.
7. Continuous Learning and Innovation Identify opportunities for improving processes and systems MANDATORY REQUIREMENTS Education & Professional Qualifications: Bachelor’s degree in Business Administration, Communication, or related field. Experience: - Minimum of 5–7 years of experience supporting C-level executives in a fast-paced, complex environment.
- Prior experience supporting board-level processes and committees is required.
- Experience working with multi country stakeholders or in a multi-entity group is preferred.
Skills & Attributes: - Strong organizational and time management skills; able to juggle multiple priorities.
- Excellent written and verbal communication skills.
- High attention to detail and discretion in handling confidential information.
- Proactive, solutions-oriented, and comfortable with ambiguity.
- Strong interpersonal skills; confident in engaging with senior executives, board members, and partners.
- Tech-savvy with experience in MS Office, Teams, and digital board/meeting tools.
ADDED ADVANTAGE Additional certification in Executive Support or Project Management is an advantage. 1. Executive Scheduling & Calendar Management Manage and prioritize the CEO’s calendar, including internal and external engagements. Coordinate scheduling across time zones with multiple stakeholders. Ensure the CEO is briefed, prepared, and has all materials for each meeting or engagement. 2. Executive Issue Follow-Up & Closure Track follow-ups from CEO meetings and ensure closure on strategic and operational issues. Act as a liaison between the CEO and internal/external stakeholders to ensure accountability on delegated tasks and decisions. Anticipate emerging priorities and adjust workflows proactively. 3. Board & Committee Support Coordinate and organize local and group-level board meetings, including board committees. Prepare, compile, and circulate board packs in advance of meetings. Take minutes where required, track action items, and ensure timely follow-up and reporting. 4. Travel & Logistics Management Manage complex travel itineraries (international and local), including flights, visas, accommodations, and ground transport. Prepare detailed travel briefs and coordinate with relevant offices/hosts as needed. Report to the CEO and the Board committee any fraud or suspected fraud or misconduct identified during an audit. Monitor and review corrective action plan of audit findings for both external and internal reporting. Schedule personal meetings that may affect CEO’s calendar (as may be requested by the CEO). These may include family commitments 5. Special Projects & Strategic Support Provide administrative and coordination support on CEO-led special projects. Conduct research, compile reports, and assist with drafting executive-level communications. Track milestones and deliverables, ensuring stakeholders are aligned and deadlines are met. 6. General Executive Assistant Functions Manage incoming communication and correspondence, prioritizing urgent matters. Organize and maintain confidential records and files. Coordinate expense reports, office admin, and any other ad hoc responsibilities required to support the CEO’s effectiveness. 7. Continuous Learning and Innovation Identify opportunities for improving processes and systems Bachelor’s degree in Business Administration, Communication, or related field. Experience: Minimum of 5–7 years of experience supporting C-level executives in a fast-paced, complex environment. Prior experience supporting board-level processes and committees is required. Experience working with multi country stakeholders or in a multi-entity group is preferred. JOB-68cc05ececddb Vacancy title:
Executive Assistant to the CEO Jobs at:
Q-Sourcing Deadline of this Job:
Tuesday, September 23 2025 Duty Station:
kampala | Kampala | Uganda Summary
Date Posted: Thursday, September 18 2025, Base Salary: Not Disclosed JOB DETAILS: The Executive Assistant (EA) to the CEO provides high-level administrative, operational, and strategic support to ensure efficient and effective execution of the CEO’s priorities. The EA serves as a trusted gatekeeper, liaison, and facilitator, managing the CEO’s schedule, driving closure on executive-level issues, coordinating board and committee logistics, and following up on key strategic and operational initiatives. This role is pivotal in enhancing executive productivity, ensuring timely decision-making, and maintaining organizational alignment across all levels. Vehicle electronics KEY DUTIES AND RESPONSIBILITIES. 1. Executive Scheduling & Calendar Management - Manage and prioritize the CEO’s calendar, including internal and external engagements.
- Coordinate scheduling across time zones with multiple stakeholders.
- Ensure the CEO is briefed, prepared, and has all materials for each meeting or engagement.
2. Executive Issue Follow-Up & Closure - Track follow-ups from CEO meetings and ensure closure on strategic and operational issues.
- Act as a liaison between the CEO and internal/external stakeholders to ensure accountability on delegated tasks and decisions.
- Anticipate emerging priorities and adjust workflows proactively.
3. Board & Committee Support - Coordinate and organize local and group-level board meetings, including board committees.
- Prepare, compile, and circulate board packs in advance of meetings.
- Take minutes where required, track action items, and ensure timely follow-up and reporting.
4. Travel & Logistics Management - Manage complex travel itineraries (international and local), including flights, visas, accommodations, and ground transport.
- Prepare detailed travel briefs and coordinate with relevant offices/hosts as needed.
- Report to the CEO and the Board committee any fraud or suspected fraud or misconduct identified during an audit.
- Monitor and review corrective action plan of audit findings for both external and internal reporting.
- Schedule personal meetings that may affect CEO’s calendar (as may be requested by the CEO). These may include family commitments
5. Special Projects & Strategic Support - Provide administrative and coordination support on CEO-led special projects.
- Conduct research, compile reports, and assist with drafting executive-level communications.
- Track milestones and deliverables, ensuring stakeholders are aligned and deadlines are met.
6. General Executive Assistant Functions - Manage incoming communication and correspondence, prioritizing urgent matters.
- Organize and maintain confidential records and files.
- Coordinate expense reports, office admin, and any other ad hoc responsibilities required to support the CEO’s effectiveness.
7. Continuous Learning and Innovation Identify opportunities for improving processes and systems MANDATORY REQUIREMENTS Education & Professional Qualifications: Bachelor’s degree in Business Administration, Communication, or related field. Experience: - Minimum of 5–7 years of experience supporting C-level executives in a fast-paced, complex environment.
- Prior experience supporting board-level processes and committees is required.
- Experience working with multi country stakeholders or in a multi-entity group is preferred.
Skills & Attributes: - Strong organizational and time management skills; able to juggle multiple priorities.
- Excellent written and verbal communication skills.
- High attention to detail and discretion in handling confidential information.
- Proactive, solutions-oriented, and comfortable with ambiguity.
- Strong interpersonal skills; confident in engaging with senior executives, board members, and partners.
- Tech-savvy with experience in MS Office, Teams, and digital board/meeting tools.
ADDED ADVANTAGE Additional certification in Executive Support or Project Management is an advantage. Work Hours: 8 Experience in Months: 60 Level of Education: bachelor degree Job application procedure Interested and qualified? Click here to apply
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