Executive Assistant to the Group Managing Director 🎉
- Dar es Salaam, Tanzania
- viaKaziConnect
2 days ago
Senior Level
Transportation, Distribution & Logistics
2 - 5 years
Bachelor's degree in administration, management, or international relations or related field
Job Summary
The Executive Assistant to the Group Managing Director is responsible for providing comprehensive support to the Group Managing Director (GMD) in the daily management of his/her responsibilities. The assistant is tasked with organizing, coordinating, and optimizing the GMD's schedule, managing internal and external communications, preparing meetings, following up on projects, and handling administrative priorities.
Duties And Responsibilities
- Organize meetings, appointments, and travel for the Group Managing Director. Ensure that priorities are respected and that the GMD's schedule is optimized.
- Ensure urgent and important tasks are addressed in a timely manner and help manage deadlines.
- Handle and filter phone calls, emails, and correspondence directed to the Group Managing Director. Ensure seamless communication between stakeholders.
- Welcome visitors and external partners, organize events and travel for the GMD in collaboration with other departments.
- Prepare correspondence, reports, minutes, and presentations for the GMD or other company stakeholders.
- Organize and archive administrative and confidential documents. Ensure proper tracking of important documents requiring attention.
- Follow up on ongoing projects and initiatives, ensuring deadlines are met and reporting progress to relevant stakeholders. Organize the logistics for meetings (room reservations, necessary documents, agenda) and take minutes during meetings, ensuring follow-up actions.
- Take full responsibility for organizing business trips (flight bookings, hotel reservations, local transportation, visas, etc.).
- Manage and track expenses related to travel and other representation costs for the Group Managing Director, ensuring adherence to budget and internal procedures.
- Provide administrative support for tracking the GMD's strategic projects, collaborating with internal and external teams to ensure successful project execution.
- Gather the necessary information for preparing meetings for the Executive Committee or other high- level groups, and assist in preparing presentations and reports.
- Take notes during meetings and draft meeting minutes. Ensure that decisions made during meetings are followed up on and actions are taken.
- Track decisions made in meetings and ensure responsible parties carry out their tasks within set timelines.
Education Other Skills Required
- Bachelor's degree in administration, management, or international relations or related field. Additional training in secretarial or business administration is a plus.
- 3 to 5 years of experience as an executive assistant, preferably in a multinational environment or within the logistics sector. Experience supporting an executive leader is an advantage.
Key Skills:
- Excellent organizational, prioritization, and multitasking abilities, with strong attention to detail.
- Exceptional written and verbal communication skills in English and French. Ability to draft clear, concise documents and reports. Proficiency in office software (Microsoft Office, Outlook, PowerPoint, Excel, etc.). Familiarity with project management tools is an asset.
- Ability to handle sensitive and confidential information with discretion.
- Autonomy and Proactivity: Ability to work independently, anticipate the GMD's needs, and manage unexpected situations effectively.
Personal Qualities:
- Service-Oriented: Responsive and service-minded, always striving to meet the needs of the Group Managing Director.
- Attention to Detail: Highly focused on accuracy and precision in all tasks.
- Team Player: Able to work effectively with other departments and foster a collaborative team environment.
- Versatility: Capable of quickly adapting to various tasks and managing multiple priorities simultaneously.
