Reporting Structure

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Job Requirements

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Main Duties

Job Description

• The Executive Assistant provides executive support in a one on one working relationship. The executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the office office of the Directors.
• The  Executive Assistant also serves as a liason to the board of Directors and senior management teams, organizes and coordinates executive outreach and external relations efforts and oversees special projects.
• The executive Assistant must be creative and enjoy working within a small, entrepreneurial environment that is mission driven, result driven and community oriented. The ideal individual will have the ability to exercise good judgement in a variety of situations, with strong written and verbal communication, administrative and organizational skills and the ability to maintain a realistic balance among multiple priorities.
• The Executive Assistant will have the ability to work independently on projects from conception to completion and must be able to work under pressure at times to manage a wide variety of activities and confidential matters with discreation.

Roles and Responsibilities Executive

Support

• Complete a broad variety of administrative tasks for the Directors office including, managing an extremely active calendar of appointments composing and preparing correspondence that is sometimes confidential, arranging complex and detailed travel plans, itineraries and agendas and compiling documents for travel related meetings.
• Plans, coordinates and ensures the MDs schedules is followed and respected.
• Provides gatekeeper and gateway role, creating win win situations for direct access to the MDs time and office.
• Prioritizes, and follows up on incoming issues and concerns addressed to the Directors, including those of a sensitive or confidential nature.
• Determine appropriate course of action, referral, or response
• Provides a bridge for smooth communication betweeen the Directors office and internal departments, demonstrating leadership to maintain credibility, trust and suppost with senior management staff
• Works closely and effectively with the MD to keep him well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a baromete, Having a sense for the  issues taking place in the environment and keeping the Directors updated.
• Provides leadership to build relationships crucial to the success of the organizational impact.
• Successfuly completes critical aspects of deliverables with a hands on approach, including drafting acknowledgement letters, personal correspondence and other MDs ability to effectively lead the company.
• Priotizes conflicting needs, handles matters expeditiously. proactivel and follows through on projects to successful completion, often with deadline pressure

Board Support and Liason

• Serves as the Directors administrative liason to other board of directors and senior staff 
• Assists board members with travel arrangements, lodging and meal planning as needed
• Maintains discreation and confidentiality in realationship with all board members
• Adhere to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronics format

Senior Management Liason

• Participates as an adjust member of the executive Team including assisting in scheduling meeting and attending all meetings
• Assists in coordinating the agenda of senior management team meetings and off site and all staff meetings
• Facilitates cross divisional coordination of travel and outreach plans

Communication, Partnershipa and Outreach

• Ensures that the Directors bio is kept updated and responds to requests for materials regarding the Directors and organization in general
• Edits and complete first drafts for written communiactions to external stake holders

Strategic Initiatives

• Works with the strategic initiatives team in coordinating the Directors outreach activities
• Follows up on contracts made by the Directors and supports the cultivation of ongoing relationship

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Other Requirements

Qualifications

• Strong organizational skills that reflect ability to perform and priotize multiple tasks seamlessly with excellent diligence
• Extraordinary strong interpersonal skills and ability to build relationship with stakeholders, including partner,board members, external partners and donors
• Expert level writtern and verbal communication skills
• Demonstrated initiative taking approaches to problem solving with strong decision making capability,emotional maturity
• Highly resourceful team player, with the ability to also be extremely effective independently
• Emotioanl maturity
• Proven ability to handle confidential informationa with discretion,be adaptable to various competing demands and demonstrate the highest level of customer/client service and response.
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment
• Forward looking thinker,who actively seeks opportunities and propose solutions.

Education and Experince Requirememts

• Bachelor degree reqired
• Strong work tenure,five to years of experience supporting C level Executive,preferably in a private companies
• Experience and interest in internal and external communications,partnership development and fundraising
• Proficient in Microsoft Office(Outlook,word,excel and Power point,Adobe Acrobat and social media web platform

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Location : Tanzania: Dar es salaam Dar Es Salaam
Industry :Construction And Architectural
Company : Exact Manpower Consulting Ltd