Operations Manager and Executive Assistant job at Hr Beyond Limits

About the Company

Our client is a leading investment management firm in Uganda, seeking a proactive and highly organized Operations Manager & Executive Assistant to support the Managing Director.

Job Summary

This is a strategic role for a results-driven professional who can coordinate business operations, drive execution, and provide high-level executive support. The successful candidate will be a trusted partner to the Managing Director, ensuring priorities are effectively managed and business activities move efficiently.

The Operations Manager & Executive Assistant will serve as the Managing Director’s right hand, combining executive support with operational coordination. The role requires someone who is highly organized, resourceful, and capable of making informed decisions, coordinating cross-functional activities, and proactively resolving challenges to ensure business objectives are achieved.

Key Responsibilities

Executive Support

• Manage the Managing Director’s calendar, meetings, travel, and daily priorities.
• Prepare reports, presentations, meeting agendas, minutes, and briefing materials.
• Screen and manage correspondence, calls, and emails.
• Handle confidential information with professionalism and discretion.
• Ensure timely follow-up on key decisions and action items.

Operations & Business Coordination

• Coordinate day-to-day business operations and monitor the progress of key projects.
• Follow up with department heads to ensure timely execution of agreed deliverables.
• Identify operational challenges and implement practical solutions to improve efficiency.
• Act as the primary liaison between the Managing Director and internal and external stakeholders.
• Coordinate management meetings, board meetings, and strategic initiatives.

Administration & Office Management

• Oversee the efficient administration of the Managing Director’s office.
• Maintain organized records, documentation, and filing systems.
• Coordinate office supplies, service providers, and company events.
• Support administrative aspects of finance, compliance, procurement, and contract management.

Strategic Support

• Support the implementation of strategic initiatives and special projects.
• Conduct research and prepare reports to support business decision-making.
• Recommend and implement improvements to business processes and operational workflows.
• Anticipate business needs and proactively resolve issues to keep work moving.

Key Competencies

• Strong organizational and time management skills.
• Excellent problem-solving and decision-making abilities.
• High level of professionalism, integrity, and confidentiality.
• Strong project coordination and stakeholder management skills.
• Excellent written and verbal communication skills.
• Ability to multitask, prioritize, and work independently.
• Commercial awareness with a proactive, solutions-oriented mindset.
• Ability to think strategically while maintaining attention to detail.

Job Requirements

• Bachelor’s degree in business administration, Management, Finance, Operations Management, or a related field.
• Minimum of 5 years’ experience in an Operations Manager, Executive Assistant, Office Manager, or similar senior coordination role.
• Proven experience supporting senior executives or C-suite leadership.
• Experience coordinating multiple projects and cross-functional teams.
• Experience within financial services, investment management, or professional services is an added advantage.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong analytical, reporting, and presentation skills.

Key Success Measures

The successful candidate will be expected to:

• Ensure the Managing Director’s priorities are effectively managed and executed.
• Drive operational efficiency through proactive coordination and follow-up.
• Keep projects on schedule by ensuring accountability across teams.
• Build strong relationships with internal and external stakeholders.
• Demonstrate initiative, sound judgment, and a solutions-focused approach.
• Operate as a trusted business partner to the Managing Director while maintaining the highest standards of professionalism and confidentiality.

• Manage the Managing Director’s calendar, meetings, travel, and daily priorities.
• Prepare reports, presentations, meeting agendas, minutes, and briefing materials.
• Screen and manage correspondence, calls, and emails.
• Handle confidential information with professionalism and discretion.
• Ensure timely follow-up on key decisions and action items.
• Coordinate day-to-day business operations and monitor the progress of key projects.
• Follow up with department heads to ensure timely execution of agreed deliverables.
• Identify operational challenges and implement practical solutions to improve efficiency.
• Act as the primary liaison between the Managing Director and internal and external stakeholders.
• Coordinate management meetings, board meetings, and strategic initiatives.
• Oversee the efficient administration of the Managing Director’s office.
• Maintain organized records, documentation, and filing systems.
• Coordinate office supplies, service providers, and company events.
• Support administrative aspects of finance, compliance, procurement, and contract management.
• Support the implementation of strategic initiatives and special projects.
• Conduct research and prepare reports to support business decision-making.
• Recommend and implement improvements to business processes and operational workflows.
• Anticipate business needs and proactively resolve issues to keep work moving.

• Strong organizational and time management skills.
• Excellent problem-solving and decision-making abilities.
• High level of professionalism, integrity, and confidentiality.
• Strong project coordination and stakeholder management skills.
• Excellent written and verbal communication skills.
• Ability to multitask, prioritize, and work independently.
• Commercial awareness with a proactive, solutions-oriented mindset.
• Ability to think strategically while maintaining attention to detail.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong analytical, reporting, and presentation skills.

• Bachelor’s degree in business administration, Management, Finance, Operations Management, or a related field.
• Minimum of 5 years’ experience in an Operations Manager, Executive Assistant, Office Manager, or similar senior coordination role.
• Proven experience supporting senior executives or C-suite leadership.
• Experience coordinating multiple projects and cross-functional teams.
• Experience within financial services, investment management, or professional services is an added advantage.