Executive & Administrative Assistant

EXECUTIVE & ADMINISTRATIVE ASSISTANT (1)

Reports to: Chief Executive Officer (CEO) 

Department: Executive

Location: Kigali, Rwanda

Job Type: Full-time

• Role Summary

The Executive & Administrative Assistant provides high-level administrative support to the CEO, ensuring efficient office coordination, scheduling, correspondence management, and preparatory analysis to support executive decision-making. The role also includes basic financial and operational data review, helping the CEO interpret reports, audit findings, and key business metrics.

Scope of the Role

• Manage CEO’s schedule, communications, and daily office operations.
• Prepare briefings, reports, and presentations, including financial or operational summaries for decision-making.
• Conduct pre-analysis and research to support executive initiatives.
• Coordinate meetings, events, and stakeholder engagements.
• Assist with follow-up on audit or financial action items where required.

 Key Responsibilities

• Maintain calendar, appointments, and travel arrangements for the CEO.
• Draft emails, reports, and presentations, summarizing key financial and operational information as needed.
• Conduct pre-analysis and research to support CEO decisions, including reviewing accounting, audit, or operational reports for insights.
• Coordinate internal and external communications and correspondence.
• Organize and follow up on meetings, ensuring financial or operational action items are tracked.
• Support office logistics, filing systems, and documentation management.

Indicators of Success

• Efficient and well-organized executive office operations.
• Timely preparation of accurate briefings, reports, and correspondence.
• Smooth coordination of meetings, events, and executive priorities.
• CEO receives actionable insights from summaries of financial, operational, and audit reports.

Working Relationships

Internal

• CEO: Direct support for all administrative, reporting, and preparatory tasks.
• Executive Team & Staff: Coordinate schedules, communications, and reporting.

External

• Stakeholders, partners, and vendors: Manage executive-facing interactions.

Core Competencies & Skills

• Strong organizational, planning, and multitasking skills.
• Excellent written and verbal communication abilities.
• Discretion, integrity, and confidentiality.
• Analytical mindset and ability to interpret basic financial or operational data.
• Proficiency in MS Office and digital collaboration tools.

Values & Cultural Fit

• Commitment to Ecofleet’s mission and executive support excellence.
• Proactive, detail-oriented, and solution-driven approach.
• Integrity, discretion, and teamwork.
• Interest in learning and supporting financial, operational, and audit processes.

Qualifications & Experience

Minimum:

• Bachelor’s degree in Business Administration, Management, Accounting, Finance, or related field.
• 3–5 years of administrative experience providing high-level executive, including exposure to financial reporting, accounting, or audit processes.

Preferred:

• Experience supporting C-level executives in complex, fast-paced environments.
• Experience in preparing financial or operational summaries and assisting in audit-related follow-ups.
• Familiarity with reporting, pre-analysis, or dashboard preparation.

Interested candidates are invited to submit their CV/Resume, Motivation Letter, and Academic Records (degrees, diplomas, and certificates) combined into one single PDF document.

All applications must be sent via email to info@ecofleet.rw.

Please ensure that the subject line of your email clearly states the title of the position you are applying for.

The deadline for submitting applications is 26th February 2025.

Please note that we reserve the right to close the advertisement earlier once suitable candidates have been identified.