Admin Jobs – Executive Assistant – Aga Khan University (AKU)

Job Title:     Executive Assistant
Organisation: Aga
Khan University (AKU)
Duty Station: Kampala,
Uganda
Reports to:
Projects Director
About US:
The Aga Khan
University (AKU) is a private, not-for-profit, international University first
established in 1983, with 13 teaching sites in 8 countries. It is a
non-denominational institution open to all, irrespective of religion,
ethnicity, gender or national origin. AKU has offers academic programmes in
nursing, medicine and education for and in countries in East Africa.
Job Summary:  The Executive Assistant will provide high
level administrative support to the Projects Director, effectively coordinate
and facilitate administrative aspects of the office including day to day office
management..
Key Duties and Responsibilities: 
  • Effectively managing incoming and outgoing telephone calls and
    ensuring the highest communication standards are upheld.
  • Drafting, editing, preparing, and distributing all written
    communications.
  • Effectively handling both the internal and external customers of the
    institution by engaging best practices in customer service.
  • Effectively handling the Projects Directors office diary by
    proficiently planning and scheduling appointments.
  • Organizing meetings and video of conference calls including securing
    venues, setting up the relevant connection equipment, developing the
    agenda, assisting in preparation of meeting documents, and distributing to
    participants in a timely manner.
  • Taking minutes in meetings, following up on action items arising out
    of meetings and ensuring timely closure.
  • Liaising with relevant departments as required to accomplish tasks
    against set targets and deadlines.
  • Facilitating and responsible for administrative aspects of planned
    Workshops, conferences and retreats hosted
  • Preparing presentations as required for the Projects Directors
    speaking engagements.
  • Overall management, arrangement and facilitation of travel for the
    Projects Director: booking tickets in line with the institution ’s travel
    and procurement policy; timely processing of multiple/single entry visas
    as required; protocol managements; sourcing appropriate accommodation;
    arranging and coordinating airport transfers and ground transport;
    tracking and staying abreast of latest immigration and visa rules, travel
    advisories. flight schedules /changes, etc.
  • Ensuring that the expenses are claimed in a timely manner and as per
    entitlement.
  • Ensuring sufficient stocks of all required stationery for the
    office.
  • Ensuring the hard/soft copy filing systems are in order and well maintained;
    safe and secure storage of confidential information.
  • Any other duty as may be required.



Qualifications, Skills and Experience: 
  • The Executive Assistant must hold a Bachelor’s degree in Office and
    Information Management, 
    Bachelor’s degree in secretarial studies or related field
  • Professional qualifications in office administration, management or
    public relations will be an added advantage.
  • A minimum of five years of experience in a senior secretarial
    position
  • Prior work experience in a construction / project management firm
    will be given preference.
  • S/he should be proficient in MS Office tools and possess excellent
    written and verbal communication skills.
  • The ideal candidate should have exceptional interpersonal,
    organizational, communication, customer service skills, critical thinking
    and the right attitude.
How to Apply: 
All candidates
should send in their application packages which should include; an updated CV,
copies of academic qualifications, copies of professional  certificates
addressed to the Human Resource and Administration Officer, School of Nursing
& Midwifery, Aga Khan University (AKU), P.O Box 8842, Uganda
Email to: hr.ug@aku.edu
Deadline: 22nd September 2019
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