Job Title:
Executive Assistant to the Executive Director
Location:
Kampala
Reports To:
Executive Director
Position 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 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 & Requirements
Education & 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.
Why Join Us:
By supporting the Executive Director, you will be positioned at the center of the organization’s
strategic decision-making processes. This role offers the opportunity to gain insight into
high-level operations, contribute directly to organizational success, and work in a dynamic,
collaborative environment that fosters professional growth and development. The benefits are
competitive.
Interested candidates should send their cover letters and resumes to [email protected] by
31/12/2024
