Jobs – Executive Assistant at Hospice Africa Uganda

Job Title: Executive Assistant to HAU Chief Executive Team

Since 1993, Hospice Africa Uganda (HAU) has promoted modern methods of pain and symptom control as well as holistic care for patients living with cancer and HIV/AIDs. HAU strives to uphold excellent clinical standards and provide quality education courses and advocacy activities to promote the spread of palliative care throughout Uganda and Africa. Hospice Africa Uganda has a head office in Kampala and field offices in Hoima and Mbarara.

Job Summary: The HAU Executive Assistant will offer an efficient and responsive administrative, organizational, and logistical service to the Chief Executive Team (CET), helping them to manage and prioritize their time.
Key Duties and Responsibilities: 
  • Serve as the primary focal point of referral for appointments with CET;
  • Manage and maintain the CET’s diary and email account;
  • Filter emails, highlight urgent correspondence and print attachments;
  • Ensure busy diary commitments, papers, and travel arrangements are managed effectively including producing a daily folder with diary, necessary papers, etc. and troubleshooting problems;
  • Conduct weekly diary meetings with the CET to discuss upcoming engagements, invitations and other requests;
  • Schedule on behalf of the CET meetings between them and their direct reports and the committees and groups to which they are members;
  • Prepare, keep and maintain an accurate record of papers and electronic correspondence on behalf of the CET;
  • Filter general information, queries, phone calls and invitations to the CET by redirecting or taking forward such contact as appropriate;
  • Coordinate travel and accommodation requirements in connection with others and ensure arrangements in place for the CET that match their requirements;
  • Oversee the process of calling for briefing on behalf of the CET from start to finish to ensure that each of the CET members is fully prepared for all engagements;
  • Minute all general meetings as required and complete research on behalf of the CET office;
  • Ensure that all guests’ meetings with the CET are well taken care of;
  • Provide a service that is in line with the CETs work habits and preferences.
  • Act as an ambassador for the CET with all stakeholders both internally and externally;
  • Manage and develops appropriate processes to ensure that CET activity is co-ordinated, and carried out in a timely and effective manner, and in accordance with the team’s purpose, priorities and objectives.
  • Support and enhance productivity of the CET by supporting them to focus on their key priorities and objectives;
  • Actively engage with stakeholders in a useful and authentic way, building relationships, trust and understanding.
  • Build, grow and maintain external networks, keeping up to date with latest thinking, practice and innovation; stimulating thinking in others as a result.
  • Act as an ambassador for HAU complex, enhancing our reputation through effective and appropriate communication with suppliers, partners and other external bodies.
Qualifications, Skills and Experience: 
  • The applicants should hold Bachelor’s Degrees in Secretarial studies or any other related field;
  • A minimum of three years’ experience in Personal Assistant/Executive Assistant role;
  • Past exposure and experience working in health related field is added advantage.
 How to apply for the job:
All suitably and qualified candidates with the necessary credentials are required to hand deliver , E-mail or post a typed cover letter with and updated CV indicating three professional referees to: The Head Human Resource and Administration Director, Hospice Africa Uganda, Plot 130, Makindye Rd, Opposite Makindye Country Club, P.O. Box 7757, Kampala, Uganda.
NB: Emails must not exceed 2MB
Deadline: 20th June, 2014
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