Executive Assistant Jobs – Med-Optics Limited

Organisation: Med-Optics
Limited
Duty Station:  Kampala,
Uganda
Reports to:
Managing Director
About US:
Med-Optics Limited,
is a private company that was established in 2002 to provide a high standard of
quality eye health services. Over the last 17 years, Med-Optics has established
itself as a preferred provider of quality, investigative Optometry Services in
Uganda. Our Customers can always be assured of quality eye health with
attention to detail and follow-up to ensure customer satisfaction.
Job Summary:   The Executive Assistant will provide
administrative and secretarial support to the Managing Director and Executive
Committee Members in general in order to maximize efficient and effective
operation of the company in line with strategic objectives, company policy and
procedures.
Key Duties and Responsibilities: 
  • Assess quality of documents requiring the Managing Director’s
    approval according to Med-Optics Ltd Policy and Procedures.
  • Maintain filing in the Managing Director’s office in a clear and
    orderly manner.
  • Prepare and maintain agenda/ schedules of meetings workshops, events
    and appointments for the Managing Director and the Heads of Department.
  • Keenly monitor and maintain information flow to and from the
    Managing Director’s office and ensure circulation to all relevant
    departments and units.
  • Organize and make travel arrangements/reservations for national and
    international travel for staff including processing of travel insurance
    and ensure travel advances for EXCOM are secured on time and accounted in
    line with Med-Optics Ltd Policies and Procedures.
  • Supervise the Receptionist and provide general support to him/her in
    receiving and managing inquiries, visitors and telephone calls and the
    same for the Managing Director.
  • Ensure that all incoming mail and calls are recorded and routed to
    the relevant person for appropriate action to be taken and also ensure an
    efficient filing/retrieval system for all Business Services documentation
    (correspondences, reports, newsletters, records, data, information etc).
  • Prepare and control the budget of the Office of the Managing
    Director in line with Med-Optics Ltd financial and administration
    guidelines.
  • Prepare reports relating to the activities of the Office of the
    Managing Director in line with Med-Optics Ltd established reporting
    guidelines.
  • Ensure Board papers, agendas and meetings are prepared and
    organized, managing communication with the Board.
  • Maintain strict confidence of all Med-Optics business dealings and
    documentation.


Qualifications, Skills and Experience: 
  • The ideal candidate for the Med-Optics Limited Executive Assistant
    job placement must hold a university degree in secretarial studies, office
    management or related field.
  • Minimum of three years’ experience. Effective workload management
    and delivery on commitments.
  • Computer literate (sound knowledge of Microsoft office – including
    word, outlook, PowerPoint, Excel and Access). Ability to use project
    management and publishing software an added advantage.
  • Experience in improving work processes will be an added advantage.
  • Initiative and ability to work to strict deadlines.
  • Excellent communication skills both written and verbal.
  • Excellent Organizational skills and knowledge of how to prioritize
    workload.
  • Strong interpersonal skills, with ability to communicate with all
    staff and build strong professional relationships without compromising
    confidentiality.
  • Ability to develop and summarize materials for reports on a frequent
    and recurring basis.
How to Apply:
All suitably
qualified and interested persons should submit their application with a cover
letter and an updated CV with three suitable referees with their telephone
contacts, by email only to;
Human Resource
Manager,
Med-Optics Limited;
Email to: hr@medopticsltd.com (Please indicate the
role you are applying for in the subject line of your email)
Deadline: 12th March 2019
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