Administrative Assistant (1 Position)

Administrative Assistant (1 Position)

Posted on: 14 Jun, 2024

Position Title: Executive Personal Assistant

Reports To: Executive Director

Location: Chang’ombe, Temeke

Employment Type: Full-Time

Duration: 1 Year Renewable

Position Summary:

The Executive Personal Assistant will provide high-level administrative support to the Executive Director, ensuring efficient operation and seamless coordination of the executive's day-to-day activities. The ideal candidate will be highly organized, proactive, and capable of managing multiple tasks with precision and discretion.

Key Responsibilities:

Administrative Support:

·         Manage and maintain the executive’s calendar, including scheduling appointments, meetings, and travel arrangements.

·         Screen and direct phone calls, emails, and other communications to the appropriate parties.

·         Prepare and edit correspondence, reports, presentations, and other documents as needed.

·         Coordinate and manage logistics for meetings, including booking venues, arranging catering, and preparing meeting materials.

·         Ability to organize and coordinate trainings.

Travel Coordination:

·         Arrange and manage detailed travel plans, itineraries, and agendas for domestic and international trips.

·         Handle travel-related expenses and submit expense reports promptly.

Project Management:

·         Assist in the planning and execution of special projects and initiatives as directed by the executive.

·         Conduct research, compile data, and prepare briefs for meetings and projects.

Confidentiality and Discretion:

·         Maintain confidentiality and handle sensitive information with the highest level of discretion.

·         Act as a trusted liaison between the executive Director Office and internal/external stakeholders.

Office Management:

·         Oversee office supplies and equipment, ensuring the executive's office is well-maintained and organized.

·         Liaise with IT and facilities to resolve any office-related issues promptly.

Relationship Management:

·         Build and maintain positive relationships with internal and external contacts on behalf of the Executive Director.

·         Represent the Executive Director professionally in all interactions.

Qualifications

Education:

·         Bachelor’s degree in Business Administration, Human Resources, Communications, or a related field preferred,

·         Masters will be an added advantage.

Experience:

·         Minimum of 3 years of experience as an executive assistant, personal assistant, or in a similar role.

·         Experience supporting C-level executives is highly desirable.

Skills:

·         Excellent organizational and time management skills.

·         Strong verbal and written communication abilities.

·         Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

·         Ability to work independently and handle multiple tasks simultaneously.

·         High level of professionalism and confidentiality.

·         Strong attention to detail and problem-solving skills.

Personal Attributes:

·         Proactive: Takes initiative and anticipates the needs of the executive.

·         Adaptable: Thrives in a fast-paced environment and can adjust to changing priorities.

·         Reliable: Demonstrates a strong work ethic and commitment to excellence.

·         Personable: Exhibits a friendly and approachable demeanor.

Working Conditions:

·         Full-time position with typical office hours; may require occasional evening or weekend work.

·         Potential for travel as required by the Executive Director schedule.

Job Application Procedure:

Please send your application letter along with the updated curriculum vitae (CV) in one document to recruitment@pasada.or.tz  In your CV, please indicate three reputable referees. Send your application before 23rd June,2024

The application letter should be addressed to,

Executive Director,

PASADA Tanzania,

P. O. Box 70225,

DAR ES SALAAM, Tanzania.

For more information, visit us: https://www.pasada.or.tz/blog

NB: Hand delivery will not be considered