Executive Assistant to CEO and Strategy Officer at IHC February 2024

IHC Tanzania

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Executive Assistant to The CEO and Strategy Officer
Executive Assistant to CEO and Strategy Officer at IHC Tanzania February 2024
Job Details

Job Title:	Executive Assistant to the CEO and Strategy Officer	Department:	People and Culture
Location:	Dar Es Salaam, Tanzania	No of direct reports:	0
MINIMUM REQUIREMENTS
Education	Minimum; Degree in Business Administration, Human Resources, Public Administration, Corporate Management or similar related field. A background in Business Management related fields will be an added advantage.
Work Experience:	At least 2 years of working experience as Assistant to the CEO, Managing Director or any other Senior Position in a reputable organisation
Language:	Fluent in written and spoken English and Swahili
Line Manager	Chief Executive Officer
Supervisor/ Indirect Reports (s)	People and Culture Manager and CFO (Strategy)

1. Job Summary:
We are currently seeking an experienced and highly skilled Executive Assistant to support our Chief Executive Officer (CEO) and contribute to the achievement of the company's strategic goals. This pivotal role requires an individual who will play a key part in ensuring the seamless operation of the CEO's office, adeptly managing administrative tasks, and facilitating clear communication both internally and externally. The ideal candidate should demonstrate organizational prowess, proactiveness, attention to detail, and the ability to thrive in a fast-paced and dynamic environment.

The responsibilities of this role encompass managing calendars, coordinating travel arrangements, and preparing reports. The incumbent will be entrusted with providing high-level confidential support to the CEO through comprehensive secretarial and administrative services, ensuring the establishment and maintenance of effective planning and administrative systems.

Ultimately, as a valued member of our team, you will significantly contribute to the overall efficiency of our business by delivering personalized and timely support to the CEO and company’s Senior Management.

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JOB DESCRIPTION
2. Duties and Responsibilities:
2.1. Calendar and Schedule Management:
● Proactively manage the CEO's calendar, scheduling meetings, appointments, and travel arrangements.
● Coordinate and prioritize the CEO's commitments and ensure efficient use of their time.
● Plan and organize internal and external meetings, including logistics, agenda preparation, and materials distribution.
● Adjust schedules to accommodate urgent matters and changes in order to provide solutions for anticipated conflicted schedules.

2.2. Communication and Correspondence:
● Manage incoming and outgoing communications on behalf of the CEO, including email, phone calls, and written correspondence.
● Draft, review, and proofread various documents, presentations, reports, and memos.
● Draft, review and proofread all contracts as assigned by the CEO or Senior Member of the Organization
● Maintain a high level of professionalism and confidentiality in handling sensitive information.
● Ensure effective communication flow between CEO or Senior Member and across departments

2.3. Meeting Coordination and Support:
● Prepare meeting agendas, documents, and presentations for the CEO.
● Attend meetings, take accurate minutes, and distribute them in a timely manner.
● Follow up on action items and tracking progress on behalf of the CEO

2.4. Travel and Event Management:
● Arrange travel itineraries, accommodations, and logistics for the CEO's business trips.
● Coordinate and manage logistics for company events, conferences, and board meetings.
● Coordinate and manage logistics for company visitors and any person as assigned to by the CEO or a Senior Member of the Organization

2.5. Relationship Management:
● Build strong relationships with internal and external stakeholders, including employees, board members, executives, clients, and partners.
● Facilitating effective communication to build a strong professional network on behalf of the CEO
● Liaise between the CEO and various departments, providing necessary information and facilitating effective communication.
● Collaborate with the CEO on strategic initiatives, conducting research, and providing insights.
● Assist in the development and execution of the CEO's strategic vision.
● Identify challenges and propose proactive solutions for decision-making.

2.7. Project Support:
● Assist the CEO in various special projects and initiatives, including research, data analysis, and preparation of reports.
● Coordinate and collaborate with cross-functional teams to ensure project deadlines are met.

2.8. Confidentiality Management
2.8.1. Handle highly sensitive information with utmost discretion for Senior Management or CEO.
2.8.2. Ensure compliance with privacy and confidentiality policies and procedures

2.9. Decision Support:
2.9.1. Identify challenges and propose proactive solutions for the CEO to make decision
2.9.2. Anticipating potential issues and implementing preventive measures by providing relevant information and support to the CEO in making decisions.
2.9.3. Collaborating with other team members to overcome obstacles and any change that a company will be facing

3. Educational and Experience Requirements:
● Bachelor's Degree in Business Administration, Human Resources, Public Administration, or related field.
● At least two(2) years of experience in a related field.
● Proven experience as a Strategic Executive Assistant supporting C-level executives.
● Previous experience working at the executive level.
● Shorthand minute-taking experience.
● Exceptional organizational and time management skills, with the ability to prioritize tasks and handle multiple deadlines.
● Excellent verbal and written communication skills, with a keen eye for detail.
● Continuous learning and staying up to date on industry trends can also contribute to success in this role.
2.6. Strategic Planning Support

4. Working Conditions:
● Regularly required to stand, sit, talk, hear, and use hands and fingers while performing the duties of this job.
● Prolonged periods of sitting at a desk and working on a computer.
● Must be able to access and navigate each department at the organization’s facilities.
● Flexible extra working hours to match with the nature of company’s business and the CEO involvement in various aspects of the business.
● Able to travel within Dar Es Salaam, other regions and countries where the company has operations.

5. Knowledge, Skills and Abilities or Required Competencies:
● Experience of providing high-level administrative support in a senior role.
● Ability to convey information to people clearly and simply.
● Excellent administrative skills including the ability to identify administrative needs and develop and maintain appropriate systems to meet them.
● Experience of managing and planning projects, conferences and events.
● Ability to take accurate minutes, including being able to interpret and sum up complex discussions concisely.
● The ability to work effectively with colleagues at all levels and a wide range of senior external contacts in a high-pressure environment.
● onfident and determined with the ability to work on own initiative and as a team member when required.
● Ability to prioritize, meet deadlines and manage the conflicting demands of a busy workload.
● Ability to work flexibly and occasionally out with office hours.
● Complete discretion and an understanding of the need for confidentiality.
● Ability to maintain accuracy and attention to detail.
● Proficient in using productivity tools such as G-Suite (Google Docs, Calendar, Sheets, Slides etc), Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Zoom, Online Conferencing systems etc.
● Strong problem-solving skills and ability to anticipate needs and provide proactive support.
● High level of integrity, professionalism, and discretion.
● Ability to work independently and as part of a team, demonstrating a strong sense of ownership and accountability.
● Flexibility and adaptability to changing priorities and requirements.
● Excellent interpersonal and communication skills including diplomacy.
● Excellent time management skills with the ability to manage multiple priorities and deadlines.

MODE OF APPLICATION:
Interested applicants should send their CVs to this email: careers@ihctz.co.tz
Only shortlisted will be contacted.

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