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Job Title:  Executive Assistant to the Executive Director (Admin Jobs)

Organisation: Women in Technology Uganda (WITU)

Duty Station: Kampala, Uganda

About Organisation:

Founded in 2014, Women in Technology Uganda (WITU) is a non-profit started by women for women. The goal of the organization is to transform the lives of women and girls from underserved communities into successful technologists and entrepreneurs. We achieve this through carefully working with communities and their people to bring lasting change.

Job Summary:   The Executive Assistant (EA) to the Executive Director provides high-level administrative support, ensuring the smooth and efficient management of the Director’s day-to-day operations. This role involves proactive calendar management, communication facilitation, assistance with proposal writing, project coordination, and acting as a critical point of contact across the organization. The EA will handle confidential information, maintain professionalism under pressure, and exhibit impeccable organizational skills. The ideal candidate will also have experience in supporting fundraising efforts, such as drafting proposals and engaging with donors.

Key Duties and Responsibilities:

Calendar & Schedule Management

• Manage and maintain the Executive Director’s calendar, including scheduling appointments, meetings, and travel.
• Anticipate and resolve scheduling conflicts proactively.
• Ensure the Executive Director’s time is optimized, balancing competing priorities effectively.

Communication & Correspondence

• Serve as the main liaison for internal and external communications directed to the Executive Director.
• Draft, proofread, and finalize correspondence, reports, and presentations.
• Co-write and assist with fundraising proposals and donor-related communications.
• Filter inquiries, redirecting them to appropriate departments or individuals as needed.

Meeting & Event Coordination

• Plan and coordinate meetings (in-person and virtual), including securing venues, handling logistics, sending invitations, and preparing necessary materials.
• Record and distribute meeting minutes, track action items, and ensure timely follow-ups.
• Support the organization of fundraising events and donor meetings.

Travel & Expense Management

• Arrange and manage complex travel itineraries (domestic and international), accommodations, and ground transportation.
• Prepare comprehensive travel plans and ensure the Executive Director is well-briefed prior to trips.
• Process expense reports, maintain accurate records, and reconcile related expenses.

Information & Document Management

• Organize and maintain confidential files, ensuring information is easily accessible and secure.
• Conduct research, compile data, and produce reports or summaries on topics as requested by the Executive Director.
• Maintain and update donor and partner records.

Project Support & Coordination

• Assist in planning, implementing, and monitoring special projects or organizational initiatives.
• Track deadlines, deliverables, and milestones, ensuring timely completion and effective communication.
• Collaborate with teams on fundraising campaigns and initiatives.

Office Administration & Vendor Relations

• Oversee administrative tasks related to the Executive Director’s operations, such as ordering supplies, managing subscriptions, and liaising with vendors.
• Provide guidance and support to other administrative staff as needed.

Qualifications, Skills and Experience:

• Bachelor’s degree in Business Administration, Communications, or a related field is preferred.
• 5+ years of experience as an Executive Assistant or in a similar senior administrative role, ideally reporting to senior leadership.
• Proven experience in fundraising support, including drafting proposals and engaging with donors.

Skills & Competencies:

• Exceptional organizational and time-management skills.
• Excellent written and verbal communication abilities.
• Proven ability to handle sensitive and confidential information with discretion.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with virtual meeting tools (e.g., Zoom, Teams).
• Strong problem-solving and decision-making skills, with a proactive and resourceful approach.
• Knowledge of donor management systems and fundraising processes is a plus.
• Adept at building strong relationships and demonstrating professionalism with colleagues, partners, and stakeholders.

Working Conditions:

• Primarily an office-based role with occasional travel as needed.
• May require working beyond regular business hours to meet urgent deadlines or support critical projects.

How to Apply:

Interested candidates should send their cover letters and resumes to info@witu.org

Deadline: 31st December 2024

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