QSSU EA OMI Executive Assistant job at Q-Sourcing

About Us 

QSourcing is a leading recruitment firm in East Africa, dedicated to connecting top talent with exceptional opportunities. We partner with organizations across various sectors to find the best fit for their needs.

Job Summary

We are seeking a highly organized and proactive Executive Assistant to provide comprehensive administrative support to a senior executive. The ideal candidate will be a detail-oriented professional with excellent communication and multitasking skills, capable of managing a wide range of tasks in a fast-paced environment.

Key Responsibilities 

• Perform secretarial duties for the Executive.
• Collate statistical information in predetermined formats or formats developed by the individual, and integrate data into daily, weekly, and monthly reports.
• Manage queries on behalf of the Executive and perform delegated tasks.
• Ensure that the Executive is equipped with the necessary documentation to proceed with meetings.
• Manage diaries.
• Provide the corporate office with support in relation to arranging functions, venue bookings, and making travel arrangements when necessary.
• Maintain confidentiality of information.
• Maintain a strong focus on handling escalated queries from clients, customers, and other stakeholders (with potential for brand damage).
• Often accountable for resolving escalations without the involvement of the senior manager.
• Take minutes and develop non-standard reports, minutes, presentations, and correspondence.
• Maintain a high level of contact with external parties, stakeholders, and clients/customers (company CEOs, executives, etc.).
• May be accountable for managing a budget or significant spending against a budget.

Skills and Competencies

• Strong understanding of the business
• High level of ownership and independence
• Stakeholder management skills
• Communication skills
• Professional ethics  confidentiality, integrity, accountability, trust, championing the customer, embracing diversity, and general conduct
• Teamwork
• Excellent planning and organizational skills
• Excellent verbal and written communication skills
• Analytical and report-writing skills

Requirements

Experience & Qualifications

• 3 years' experience
• A degree in a business-related field such as actuarial science, finance, commerce, etc.
• Professional courses, e.g., in data management or analytics, report writing, secretarial work, etc.

• Manage and maintain the executive's calendar, including scheduling appointments, meetings, and travel arrangements.
• Prepare and edit correspondence, reports, presentations, and other documents.
• Screen and prioritize incoming communications, including emails and phone calls.
• Coordinate and manage logistics for meetings, including preparing agendas, taking minutes, and distributing action items.
• Conduct research and prepare background materials for meetings and projects.
• Handle confidential information with discretion and professionalism.
• Assist with special projects and other administrative tasks as assigned.

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Excellent organizational and time management skills.
• Strong written and verbal communication skills.
• Ability to multitask and prioritize effectively.
• Discretion and confidentiality are essential.

• Bachelor's degree in Business Administration, Secretarial Studies, or a related field.
• Proven experience as an Executive Assistant or in a similar administrative role.