Personal Assistant (PA) to the Company MD/Chairman Job Opportunity – FIG Consult Limited

Organization: FIG Consult Limited
Duty Station: Kampala, Uganda
About US:
Our client is one of the leading pharmaceutical companies in Kampala –
Job Summary: The Personal
Assistant (PA) works closely with the Company MD / Chairman to help ensure the
efficient administration and day-to-day operations of the MD’s office and
support the completion of selected tasks and specially delegated assignments.
S/he will serve as a liaison and resource person in support of senior management
team and advisory board.  The post holder
will help ensure the efficient administration of the CEO’s office, provide
support to senior management team, and complete a range of interesting
specially delegated assignments.  The
candidate should be creative and enjoy working on 0 wide ranges of activities.
The ideal individual wilt has the ability to exercise good judgment in a
variety of situations, with string written and verbal communication as well as
administrative and organizational skills. The post requires project
coordination experience, excellent interpersonal skills, computer skills, and
the ability to work flexibly end well with all levels of management and staff,
as well as with outside contacts.
Key Duties and Responsibilities:
Chief Executive Officer’s Office
  • Coordinate and oversee the CEO’s schedule.
    Manage a calendar of appointments and act as a filter to administer
    incoming requests. Ensure relevant information is collated in advance of
    meetings whether internal or external. Arrange detailed travel plans and
    itineraries, compiling LL documents and a trip file for travel-related
  • Research, prioritise and follow up on
    incoming issues and concerns addressed to the CEO, as directed – propose
    appropriate courses of action, referral, or response where appropriate.
  • Office organisation: Keep track of
    deadlines on incoming and outgoing task requests. And put preliminary work
    in play where appropriate. In consultation with the CEO, update delegated
    tasks with relevant Departments and Units to ensure progress to deadlines
    and that completed documents are delivered accurately, Organize key
    records, and maintain appropriate filing systems and databases.
  • Ensure CEO’s budget and expense reports
    are updated and completed after trip/event .
  • Maintain tact and confidentiality and
    assure careful handling of all business.
Internal and External Communications
  • IP External: Handle incoming and outgoing
    communication. Follow up on contacts made by the CEO and support the
    cultivation of ongoing relationships as directed. Work with department
    Heads to coordinate CEO’s outreach activities – organise materials for
    presentations to external stakeholders and maintain close liaison with the
    relative department. stay up-to-date on general trends and developments in
    the Kenya Pharmaceutical sector.
  • Internal: Work with the CEO to develop regular
    internal communication and messaging.
  • Such as updates for relevant Goodman
    Agencies intranet pages, maintaining the CEO’s Pio, input to staff
    communiqués, internal Newsletters. Video clips, etc.
  • Stay abreast of internal company
    developments and keep the CEO updated on relevant opportunities and events
    – such as planned external communications.
  • Take responsibility for ensuring IT skills
    are maintained and updated.
Management Team Support
  • Support the preparation, arrangements and
    coordination of senior management team meetings, coordinating agendas,
    ensuring timeliness with appropriate documentation, and arranging
    itineraries and travel where appropriate. Participate as an adjunct member
    in specified management team meetings by assisting in transcribing
    minutes, collating action points or developing agreed communication
  • Support the update and maintenance of Cross-
    Departmental calendar of ‘key’ events to raise awareness and maximize
  • Facilitate smooth communication and
    liaison between the CEO’s office and internal departments as required –
    maintaining credibility and trust with Goodman Agencies Ltd’s management
  • Communicate with Advisory Board members on
    behalf of the CEO as needed – maintain discretion and confidentiality in
    relationships with all Advisory Board members.
  • Ensure arrangements are completed for all
    Advisory Board meetings -assist Advisory board members with travel
    schedules or lodging as required.
Special Projects:
  • The Personal Assistant (PA) will be assigned
    a variety of special projects or assignments by the CEO in support of the
    senior management team. This may include data gathering requests involving
    light research or report abstracts, as requested.
  • Perform any other duties that can be
    assigned from time to time.

Qualifications, Skills and
  • The applicant must hold a Bachelor’s
    degree in Secretarial Studies, Office Management or Business
    Administration or in any related field.
  • Three years of experience in the same role
    or working experience in a junior role but in the same department for a
    minimum of five years.
  • Previous knowledge and experience and
    interest in internal and external communications and partnership
  • Experience of time management and
    facilitation skills
  • Interested in private sector issues.
  • Very quick at learning and delivering g
    reports in time.
  • Excellent communication skills.
  • Excellent with leadership skills.
  • Able to work independently as well as in a
  • Computer literacy in MS Office, power
  • Must have highest level of integrity.
  • Age: Below 35 years
How to Apply:
All candidates are strongly encouraged to send their applications via Email
including a cover letter, updated CV and copies of academic credentials to
NB: Female candidates are
advised to apply and please include the position title as “Personal Assistant
Deadline: 16th
January 2018

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