Admin Jobs – Executive Assistant to the Country Director – StrongMinds ~ Jobs in Uganda |  

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Organization:  StrongMinds
Uganda
Duty Station:   Kampala,
Uganda
Reporting to:   Country
Director
StrongMinds is a
dynamic and fast growing 501(c)(3) social enterprise that focuses on one of the
most pervasive mental illnesses in the world.  We treat depression
among women of all ages in Africa, where access to mental health treatment is
extremely limited, and we are guided by a goal to treat two million depressed
African women. 
Job Summary:  The Executive Assistant provides executive
support to the Country Director and serves as a liaison to the Board of
Directors and Senior Management Team. The Executive Assistant serves as the
primary point of contact for internal and external stakeholders on all matters
pertaining to the office of the Director. The Executive Assistant must be
innovative and be able to multi-task within an entrepreneurial environment that
is mission-driven, results driven and community orientated. The ideal
individual will have the ability to exercise good judgment in a variety of
situations, with strong written and verbal communication, administrative, and
organizational skills, and the ability to maintain a realistic balance among
multiple priorities. The Executive Assistant is required to work independently
and must be able to work under pressure at times to handle a wide variety of
activities and confidential matters with discretion.
Key Duties and Responsibilities:  
·       
Completes
a broad variety of administrative tasks for the Director including: managing an
extremely active calendar of appointments (both in person and Online);
composing and preparing correspondence that is sometimes confidential;
arranging complex and detailed travel plans, itineraries, and agendas; and
compiling documents for travel-related meetings;
·       
Plans,
coordinates and ensures the Director’s schedule is followed and respected;
·       
Communicates
directly, and on behalf of the Director, with Board members, donors, staff and
others on matters related to the Director’s programmatic activities;
·       
Provides
a bridge for smooth communication between the Director’s office and internal
departments; demonstrating leadership to maintain credibility, trust and
support with senior management staff;
·       
Works
closely and effectively with the Director to keep him/her well informed of
upcoming commitments and responsibilities, as well as following up
appropriately;
·       
Successfully
completes critical aspects of deliverables with a hands-on approach, including
drafting acknowledgment letters, personal correspondence, and other tasks that
facilitate the Director’s ability to effectively lead the organisation;
·       
Prioritizing
conflicting needs; handles matters expeditiously, proactively, and
follows-through on projects to successful completion, often with deadline pressures;
and
·       
Manages
the Director’s online presence, e.g., social media accounts, twitter feeds etc.
·       
Ensure
the maintenance of a proper filing and records keeping system (both electronic
and paper) for minutes of Country Directors meetings and other related
documents relevant to the business continuity of the organization. The filing
system should facilitate easy storage and retrieval of information but also
ensure the safety of confidential information.
·       
Ensure
availability of required office supplies, stationery, equipment etc. through
the effective management of inventories for the smooth running of the office.
·       
Lead the
process of development and implementation of the Country Director’s Office
budget
·       
Ensure
that the ambiance in the Country Director’s office is well maintained and
depicts the good organisational image
·       
Support
the CD and Partnership Director to plan for donor visits and other guests
(international and national) visiting SMU. This includes airport pick ups,
local transport, hotel bookings, coordinating the visit schedule/itinerary and
producing the report
·       
Board
Support and Liaison
·       
Serves
as the Director’s administrative liaison to the StrongMinds Uganda Board of
Directors;
·       
Assists
board members with travel arrangements, lodging, and meal planning as needed;
·       
Maintains
discretion and confidentiality in relationships with all board members; and
·       
Adheres
to compliance with applicable rules and regulations set in bylaws regarding
board and board committee matters, including advance distribution of materials
before meetings in electronic/paper format;
·       
Maintain
a proper filling system (electronic and paper) for all minutes and other
documents that relate to SMU Board of Trustee activities;
·        
In
liaison with the Board secretary, prepare agendas and minutes of all Board and
Board committee meetings, ensuring that action lists are availed and followed
up by relevant persons in a timely fashion;
·        
Prepare
minutes and action points of the relevant meetings coordinated through the
Country Director’s office;
Senior Management
Liaison
·       
Participates
as an adjunct member of the Leadership Team including assisting in scheduling
meetings, attending all meetings and taking minutes;
·       
Assists
in coordinating the agenda of senior management team meetings and off-sites,
and all staff meetings; and
·       
Facilities
cross-divisional coordination of travel plans.


Qualifications, Skills and Experience:
·       
The
applicant must hold a Bachelor’s degree in Business Administration, Mass
Communication, Public Administration or a related field required;
·       
5-10
years of experience in supporting executives, preferably in an international
non-profit organization;
·       
Proficient
in Microsoft Office (outlook, Word, Excel and PowerPoint) and social media;
·       
Strong
organizational skills that reflect ability to perform and prioritize multiple
tasks seamlessly with excellent attention to detail;
·       
Very
strong interpersonal skills and the ability to build relationships with
stakeholders, including staff, board members, external partners and donors;
·       
Expert
level written and verbal communication skills;
·       
Demonstrated
proactive approaches to problem-solving with strong decision-making capability;
·       
Emotional
maturity;
·       
Highly
resourceful team-player, with the ability to be extremely effective
independently;
·       
Proven
ability to handle confidential information with discretion, be adaptable to
various competing demands, and demonstrates the highest level of
customer/client service and response;
·       
Demonstrated
ability to achieve high performance goals and meet deadlines in a fast-paced environment;
·       
Forward
looking thinker, who actively seeks opportunities and proposes solutions;
·       
Highly
developed cultural awareness and ability to work well in an international
environment with people from diverse backgrounds and cultures
The Executive Assistant
will also be expected to model StrongMinds’ core values:
·       
We are
people-focused.
·       
We think
big and act fast.
·       
We are
data-driven.
·       
We do
what we say and say what we do.
·       
We
believe in collaboration, not competition.
All candidates
should apply online at the link below.


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