Personal Assistant job at Building Tomorrow
Posted by: great-volunteer
Posted date: 2025-Jun-23
Location: kampala, Kampala, Uganda
Personal Assistant 2025-06-22T20:17:07+00:00 Building Tomorrow https://cdn.ugashare.com/jsjobsdata/data/employer/comp_3408/logo/Building%20Tomorrow%20(BT).png https://www.buildingtomorrow.org/ FULL_TIME kampala Kampala 00256 Uganda Nonprofit, and NGO Admin & Office 2025-06-22T17:00:00+00:00 Uganda 8 The Executive Assistant (EA) to the Country Director (CD) will provide comprehensive administrative support to ensure the efficient operation of the CD’s office. This role requires a proactive individual with exceptional organizational and good writing skills, attention to detail, and the ability to manage multiple tasks simultaneously. The Executive Assistant will be responsible for supporting day-to-day operations of the CD’s office. This position is full-time and based in Building Tomorrow Uganda’s Country Office in Kampala. KEY RESPONSIBILITIES 1. Administrative Support (40%) - Manage the CD’s Calendar: Prioritize and schedule appointments, ensuring optimal utilization of the CD's time. Anticipate scheduling conflicts and proactively resolve them.
- Schedule Meetings: Coordinate logistics for meetings, including venue selection, invitations, and necessary materials. Ensure all participants are informed and prepared.
- Coordinate Travel Arrangements: Plan and organize travel itineraries, including flights, accommodations, and transportation. Prepare travel expense reports and ensure compliance with organizational policies.
- Prepare and Organize Documents: Create, format, write and proofread reports, presentations, and other documents for meetings. Distribute materials to relevant stakeholders in a timely manner.
2. Communication (30%) - Support on Incoming Communications: Monitor and manage the CD's email and phone calls, filtering important messages and responding appropriately. Escalate urgent matters promptly to the CD.
- Draft Correspondence: Write and edit emails, memos, and other communications on behalf of the CD, maintaining a consistent tone that reflects the organization’s values and mission.
- Facilitate Communication: Ensure smooth communication flow between the CD and the team, providing updates and reminders as needed. Maintain confidentiality and discretion in all communications.
3. Coordination of activities (20%) - Organize Events: Plan and execute events under CD’s,0ffice including board meetings and conferences. Manage logistics such as venue selection, and any technological needs.
- Prepare Agendas and Take Minutes: Develop comprehensive meeting agendas aligned with each gathering's objectives. Record detailed minutes during meetings and distribute them to participants afterward.
- Follow-Up: Ensure that action items from meetings are tracked and followed up on as necessary.
4. Desk Research and Data Management (10%) - Conduct Research: Gather and analyze information relevant to specific or initiative local and international education ideas, government policies on education, providing insights to the CD. Stay informed about Education emerging issues that may impact the BT work
- Compile Data for Reports: Organize data and findings into clear, concise reports for presentations or decision-making. Utilize data management tools to maintain accuracy and accessibility.
- Maintain Filing Systems: Implement and oversee efficient filing systems for both physical and digital documents, ensuring records are up-to-date and easily retrievable
Qualifications, Education Background, and Required Skills: Qualifications - Bachelor’s degree in Mass communication, international relations, law, Management, or a related field.
- Minimum of 3 years of experience in an administrative support role, preferably at an executive level.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
Skills - Organizational Skills: Ability to prioritize tasks and manage time effectively.
- Communication Skills: Excellent verbal and written communication abilities.
- Interpersonal Skills: Strong relationship-building skills with stakeholders at all levels.
- Problem-Solving: Ability to think critically and address challenges proactively.
- Discretion and Confidentiality: Maintain the highest level of confidentiality regarding sensitive information.
Personal Attributes - Highly motivated and self-directed.
- Adaptable and flexible in a fast-paced environment.
- Passionate about education and community development, aligning with Building Tomorrow's mission.
1. Administrative Support (40%) Manage the CD’s Calendar: Prioritize and schedule appointments, ensuring optimal utilization of the CD's time. Anticipate scheduling conflicts and proactively resolve them. Schedule Meetings: Coordinate logistics for meetings, including venue selection, invitations, and necessary materials. Ensure all participants are informed and prepared. Coordinate Travel Arrangements: Plan and organize travel itineraries, including flights, accommodations, and transportation. Prepare travel expense reports and ensure compliance with organizational policies. Prepare and Organize Documents: Create, format, write and proofread reports, presentations, and other documents for meetings. Distribute materials to relevant stakeholders in a timely manner. 2. Communication (30%) Support on Incoming Communications: Monitor and manage the CD's email and phone calls, filtering important messages and responding appropriately. Escalate urgent matters promptly to the CD. Draft Correspondence: Write and edit emails, memos, and other communications on behalf of the CD, maintaining a consistent tone that reflects the organization’s values and mission. Facilitate Communication: Ensure smooth communication flow between the CD and the team, providing updates and reminders as needed. Maintain confidentiality and discretion in all communications. 3. Coordination of activities (20%) Organize Events: Plan and execute events under CD’s,0ffice including board meetings and conferences. Manage logistics such as venue selection, and any technological needs. Prepare Agendas and Take Minutes: Develop comprehensive meeting agendas aligned with each gathering's objectives. Record detailed minutes during meetings and distribute them to participants afterward. Follow-Up: Ensure that action items from meetings are tracked and followed up on as necessary. 4. Desk Research and Data Management (10%) Conduct Research: Gather and analyze information relevant to specific or initiative local and international education ideas, government policies on education, providing insights to the CD. Stay informed about Education emerging issues that may impact the BT work Compile Data for Reports: Organize data and findings into clear, concise reports for presentations or decision-making. Utilize data management tools to maintain accuracy and accessibility. Maintain Filing Systems: Implement and oversee efficient filing systems for both physical and digital documents, ensuring records are up-to-date and easily retrievable Organizational Skills: Ability to prioritize tasks and manage time effectively. Communication Skills: Excellent verbal and written communication abilities. Interpersonal Skills: Strong relationship-building skills with stakeholders at all levels. Problem-Solving: Ability to think critically and address challenges proactively. Discretion and Confidentiality: Maintain the highest level of confidentiality regarding sensitive information. Bachelor’s degree in Mass communication, international relations, law, Management, or a related field. Minimum of 3 years of experience in an administrative support role, preferably at an executive level. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software. JOB-685864c33a3c0 Vacancy title:
Personal Assistant Jobs at:
Building Tomorrow Deadline of this Job:
Sunday, June 22 2025 Duty Station:
kampala | Kampala | Uganda Summary
Date Posted: Sunday, June 22 2025, Base Salary: Not Disclosed JOB DETAILS: The Executive Assistant (EA) to the Country Director (CD) will provide comprehensive administrative support to ensure the efficient operation of the CD’s office. This role requires a proactive individual with exceptional organizational and good writing skills, attention to detail, and the ability to manage multiple tasks simultaneously. The Executive Assistant will be responsible for supporting day-to-day operations of the CD’s office. This position is full-time and based in Building Tomorrow Uganda’s Country Office in Kampala. KEY RESPONSIBILITIES 1. Administrative Support (40%) - Manage the CD’s Calendar: Prioritize and schedule appointments, ensuring optimal utilization of the CD's time. Anticipate scheduling conflicts and proactively resolve them.
- Schedule Meetings: Coordinate logistics for meetings, including venue selection, invitations, and necessary materials. Ensure all participants are informed and prepared.
- Coordinate Travel Arrangements: Plan and organize travel itineraries, including flights, accommodations, and transportation. Prepare travel expense reports and ensure compliance with organizational policies.
- Prepare and Organize Documents: Create, format, write and proofread reports, presentations, and other documents for meetings. Distribute materials to relevant stakeholders in a timely manner.
2. Communication (30%) - Support on Incoming Communications: Monitor and manage the CD's email and phone calls, filtering important messages and responding appropriately. Escalate urgent matters promptly to the CD.
- Draft Correspondence: Write and edit emails, memos, and other communications on behalf of the CD, maintaining a consistent tone that reflects the organization’s values and mission.
- Facilitate Communication: Ensure smooth communication flow between the CD and the team, providing updates and reminders as needed. Maintain confidentiality and discretion in all communications.
3. Coordination of activities (20%) - Organize Events: Plan and execute events under CD’s,0ffice including board meetings and conferences. Manage logistics such as venue selection, and any technological needs.
- Prepare Agendas and Take Minutes: Develop comprehensive meeting agendas aligned with each gathering's objectives. Record detailed minutes during meetings and distribute them to participants afterward.
- Follow-Up: Ensure that action items from meetings are tracked and followed up on as necessary.
4. Desk Research and Data Management (10%) - Conduct Research: Gather and analyze information relevant to specific or initiative local and international education ideas, government policies on education, providing insights to the CD. Stay informed about Education emerging issues that may impact the BT work
- Compile Data for Reports: Organize data and findings into clear, concise reports for presentations or decision-making. Utilize data management tools to maintain accuracy and accessibility.
- Maintain Filing Systems: Implement and oversee efficient filing systems for both physical and digital documents, ensuring records are up-to-date and easily retrievable
Qualifications, Education Background, and Required Skills: Qualifications - Bachelor’s degree in Mass communication, international relations, law, Management, or a related field.
- Minimum of 3 years of experience in an administrative support role, preferably at an executive level.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
Skills - Organizational Skills: Ability to prioritize tasks and manage time effectively.
- Communication Skills: Excellent verbal and written communication abilities.
- Interpersonal Skills: Strong relationship-building skills with stakeholders at all levels.
- Problem-Solving: Ability to think critically and address challenges proactively.
- Discretion and Confidentiality: Maintain the highest level of confidentiality regarding sensitive information.
Personal Attributes - Highly motivated and self-directed.
- Adaptable and flexible in a fast-paced environment.
- Passionate about education and community development, aligning with Building Tomorrow's mission.
Work Hours: 8 Experience in Months: 36 Level of Education: bachelor degree Job application procedure Interested and qualified? Click here to apply
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