Executive Assistant

Job Description

Responsibilities:

• General assistance to all organization Project team members in their day-to-day activities.
  
• Management of all GM’s tasks (agenda, time sheets, travel arrangements, expense reports.
  
• Main travel coordinator for all local and expat staff in liaison with the HSE Officer for the Journey Management.
  
• Planning and organizing internal and external meetings, seminars, workshops and social events (dinners, cocktails, exhibitions, etc.).
  
• Take, prepare, distribute & file minutes of meetings as required.
  
• Assist in the preparation of internal and external presentations as well as distributions of reports as required
  
• Proactively anticipate needs for meetings and office requirements (e.g. food and beverages, office supplies, calls for maintenance, updating of various lists, etc.).
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• Pick-up and distribution of mail.
  
• Setup meetings and appointments with local government entities and representatives as well so other external stakeholders to the project.
  
• Coordinate all issues pertaining to expatriate settlement into the country (visas, permitting, housing arrangements, utilities follow up in the various housings, etc
  
• Set up a filing system for all documents that require formal conservation (invoices, leases, official letters sent & received, etc.).
  
• Coordinate the deployment of IT equipment (PC, screens, printers, phones, SIM cards, etc.) with the IT team.
  
• Coordinate & manage the office carpool and drivers in liaison with Safety and Security Managers as required.
  
  

Requirements:

• Proactive in anticipating Management needs.
  
• Capable of handling relevant IT tools (MS Office Suite and other specific tools as required).
  
• Good interpersonal skills.
  
• Preferably be of Swahili mother tongue with excellent fluency in English (speaking and writing)