Job
Title: Executive
Assistant
Title: Executive
Assistant
Organisation: Kampala
Hospital
Hospital
Duty Station: Kampala,
Uganda
Uganda
Reports to:
COO
COO
About US:
Kampala Hospital is
a privately owned hospital that was established in 2007. Our mandate was and is
to bring non-existent services to the countries that were often sought by many
people who frequently moved abroad to seek quality medical care.
a privately owned hospital that was established in 2007. Our mandate was and is
to bring non-existent services to the countries that were often sought by many
people who frequently moved abroad to seek quality medical care.
Key Duties and Responsibilities:
Correspondence/
Appointment Management:
Appointment Management:
·
Receive
and stamp all incoming mail
Receive
and stamp all incoming mail
·
Process
all office correspondence and redirect where necessary.
Process
all office correspondence and redirect where necessary.
·
Work in
close consultation with the COO, reply to letters/queries on behalf of the
Director when appropriate.
Work in
close consultation with the COO, reply to letters/queries on behalf of the
Director when appropriate.
·
Answer
and redirect incoming calls
Answer
and redirect incoming calls
·
Tasked with
maintaining the COO’s diaries and schedule appointments.
Tasked with
maintaining the COO’s diaries and schedule appointments.
·
Resolve
time conflicts arising from the diaries
Resolve
time conflicts arising from the diaries
·
Exquisitely
handle the COO’s cash expenditures and enter them in the vouchers
Exquisitely
handle the COO’s cash expenditures and enter them in the vouchers
·
Ensure
that all director’s cash expenditures are signed by the recipients of the cash
Ensure
that all director’s cash expenditures are signed by the recipients of the cash
Meeting Support:
·
Manage
COO’s calendar and meetings including all logistics for the said meetings
(venue, refreshments, types of meetings such as monthly review, weekly reviews
etc.).
Manage
COO’s calendar and meetings including all logistics for the said meetings
(venue, refreshments, types of meetings such as monthly review, weekly reviews
etc.).
·
The jobholder
will also circulate and distribute actions and confirm completion two weeks
before the meetings
The jobholder
will also circulate and distribute actions and confirm completion two weeks
before the meetings
·
Review
contents and quality of Board papers
Review
contents and quality of Board papers
·
Confirm
that all approvals are appropriately signed
Confirm
that all approvals are appropriately signed
·
File all
submissions and minutes
File all
submissions and minutes
Record Management:
·
Implement
and maintain a well-organized secretarial function which includes a complete
administrative and filing system.
Implement
and maintain a well-organized secretarial function which includes a complete
administrative and filing system.
·
Take
minutes of meetings and ensuring distribution to all concerned within the
shortest time possible.
Take
minutes of meetings and ensuring distribution to all concerned within the
shortest time possible.
·
Confirm
accuracy of incoming correspondence, liaise with originators and forward once
ready for signature.
Confirm
accuracy of incoming correspondence, liaise with originators and forward once
ready for signature.
·
Scan
documents and systematically file.
Scan
documents and systematically file.
Travel Support:
·
Book air
tickets, accommodation and make transportation arrangements for travelling
directors and managers.
Book air
tickets, accommodation and make transportation arrangements for travelling
directors and managers.
·
Confirm
itinerary
Confirm
itinerary
·
The jobholder
will inquire about travel visas for foreign trips and where required, make the
necessary arrangements to obtain the visas.
The jobholder
will inquire about travel visas for foreign trips and where required, make the
necessary arrangements to obtain the visas.
·
Support the
traveling Director/Manager with any other logistical needs and stay in touch
until the traveler comes back to the home office.
Support the
traveling Director/Manager with any other logistical needs and stay in touch
until the traveler comes back to the home office.
·
Perform
any other duties as required
Perform
any other duties as required
Qualifications, Skills and Experience:
·
The Executive
Assistant should hold a Bachelor’s Degree in Office Management, BBA or related
field.
The Executive
Assistant should hold a Bachelor’s Degree in Office Management, BBA or related
field.
·
A minimum
of three years of experience in administration
A minimum
of three years of experience in administration
·
Required
languages: English with excellent communications skills (Written, Oral
& Presentation)
Required
languages: English with excellent communications skills (Written, Oral
& Presentation)
·
Proficiency
in MS Office (high Level)
Proficiency
in MS Office (high Level)
How to Apply:
All candidates with
relevant experience should submit an application letter, a CV that provides
details of the applicant’s specific qualification (copies of their “Academic
Transcripts”) and in addition MUST include details of present position, current
remuneration and contacts of three professional referees. Send your application
using courier, hand delivery or e-mail to the following address: [email protected]
relevant experience should submit an application letter, a CV that provides
details of the applicant’s specific qualification (copies of their “Academic
Transcripts”) and in addition MUST include details of present position, current
remuneration and contacts of three professional referees. Send your application
using courier, hand delivery or e-mail to the following address: [email protected]
Note:
Only shortlisted candidates will be contacted. Kindly indicate the post title
in the subject line when applying by email.
Only shortlisted candidates will be contacted. Kindly indicate the post title
in the subject line when applying by email.
Deadline: 4th May 2018 by 5:00 pm
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