Executive Assistant

About Seed Effect Uganda
It’s a Christ-centered, non-profit Economic and Spiritual development organization registered in Uganda under the National Non-Governmental Organization Bureau. Our mission is to plant the seeds that overcome poverty by providing access to economic empowerment, education, and spiritual discipleship among marginalized communities in Uganda and beyond.

ROLE PURPOSE:

The Executive Assistant will fully support the Country Director by managing time and engagements by tracking all pending matters. Ensure the diary of the Country Director is effectively managed. Completes a broad variety of administrative tasks for the Country Director; composing and preparing correspondences that are sometimes confidential; compiling and filing all compliance-related matters and providing support to organizing and documenting the Senior Management Meetings (SMT) and carrying out strategic projects as may be delegated by the Country Director.

Key Responsibilities

• Serve as the first point of contact for office visitors and inquiries, ensuring a welcoming and professional environment.
• Develop and maintain contacts and external appointments for the CD throughout the country and elsewhere, including Seed Effect’s affiliates, government officials, donors, media, and academics.
• Efficiently arrange high-level meetings/workshops, collate documentation and information to support these meetings, and where required prepare minutes and other relevant reports/documentation on time.
• Prepare responses and reply as appropriate on behalf of the CD to incoming mail (paper and electronic) to ensure appropriate priorities are given and action is taken in response.
• Provides a bridge for smooth communication between the CD and internal units; demonstrating leadership to maintain credibility, trust, and support with staff.
• Works closely and effectively with the CD to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately.
• Ensure calendar of institutional reporting, key events, and visitors is maintained through coordination with various unit leads and that managers are aware of the reporting dates as required by the CD
• Maintain an updated inventory of all compliance requirements, track and follow up on all the key dates, and coordinate with all responsible offices to ensure 100% compliance on behalf of the CD.
• Maintain effective filing, archiving, and record-keeping systems, both paper and electronic.
• Participation in appropriate staff meetings, planning sessions, and ongoing liaising as needed.
• Establishing a mutual trust and respect relationship with the Country Director to facilitate communication and maximize efficiency.
• Preparing and finalizing the Country Director’s travel and meeting packs as required
• Oversee and manage all administrative functions of SEU Head Office, including answering phones, responding to emails, and greeting visitors.
• Coordinate and schedule meetings, appointments, and travel arrangements for staff members, donors, and visitors.
• Manage and distribute incoming and outgoing mail, including packages and deliveries
• Providing personal support to the Country Director when required
• Undertake any other relevant task at the direction of the Line Manager.
• Model your personal life to reflect Christian values and biblical principles both within and outside Seed Effect premises.
• Attend daily morning devotions to learn God’s word and deepen your relationship with him.
• Participate in leading morning devotions, sharing the word of God, and conducting prayers whenever called upon.
• Maintain a focus on Jesus Christ in everything you do at Seed Effect Uganda.

Personal Specifications:

• Personal confession of faith in Jesus Christ and a passionate commitment to Seed Effect’s mission to serve as a holistic tool to live out the Great Commission alongside the Great Commandment as we empower the poor to know and follow Christ, plug into the local church, and overcome physical poverty
• A Bachelor’s Degree in Public relations, Mass Communication, International relations, or any relevant field from a recognized Institution.
• Substantial experience (at least 3 years) of providing Executive Assistant support in a similar role.
• Excellent organizational and administrative skills, including an ability to effectively prioritize tasks that could be high-level and where judgment is key.
• Ability to liaise with a wide range of people, often at a high level both internally and externally, and with credibility, tact, and diplomacy, and build strong working relationships.
• Demonstrable organizational and project management skills and ability to manage multiple projects to deadlines
• Ability to work in a changing environment involving high pressure at times.
• Excellent written, verbal, interpersonal, and negotiation skills with an ability to adapt the style of communication to suit the relevant audience (e.g. sensitivity to certain cultures; drafting high-level communications).
• Ability to manage a combination of time pressure, and a depth of preparation and complexity around scheduling (particularly regarding travel).
• Recognizing situations of potential brand risk and approaching them with due sensitivity and confidentiality.
• Good analytical and problem-solving skills.
• Attention to detail.
• Computer literate: highly proficient in the use of word processing software (MS Word), presentation software (MS PowerPoint), spreadsheet software (MS Excel), database software (MS Access), email, and the internet.
• Fluent in spoken and written English.
• Professional demeanor and appearance.