EXECUTIVE ASSISTANT
Institute of Certified Public Accountants of Rwanda (ICPAR) | Post type: jobs November 9, 2024 - Deadline 20/11/2024 | NumberOfPosition [1]

EXECUTIVE ASSISTANT (1)

Job Purpose:

The Executive Assistant will play a crucial role in providing high-level administrative support to the CEO and Executive Management and create a welcoming and professional experience for visitors, clients, and employees at the Institute. This role is critical in ensuring smooth daily operations, effective communication, and organized support for the executive team. The Executive Assistant will also act as a primary point of contact for internal and external stakeholders, upholding the Institute’s professional standards and values in all interactions.

Key Responsibilities:

• Manage the CEO’s calendar, including scheduling appointments, meetings, and events, while prioritizing and addressing time-sensitive matters;
• Welcome visitors warmly, assist with inquiries, and direct them to the appropriate staff or department. Maintain a professional and inviting reception area;
• Answer incoming calls promptly, screen and transfer calls, take accurate messages, and respond to general inquiries via email or phone;
• Prepare and organize materials for executive meetings, including agendas, presentations, reports, and follow-up documentation;
• Manage office supplies by ordering and restocking as needed. Coordinate with vendors for office maintenance and services;
• Attend important meetings as required, taking notes and providing summaries or actionable items as necessary;
• Serve as the primary point of contact for the CEO’s office, handling inquiries, correspondence, and requests. Ensure effective and professional communication by notifying relevant staff as needed;
• Coordinate with internal departments and external stakeholders, including members, government agencies, and professional bodies, ensuring smooth communication on behalf of the executive office;
• Prepare and draft communications, memos, and reports, including confidential documents, for both internal and external use;
• Organize and coordinate internal and external events on behalf of the CEO, liaising with vendors and venues as necessary;
• Oversee guest logistics, invitations, agendas, and supporting documentation for events hosted or attended by the CEO and executive team;
• Organize and maintain both electronic and paper filing systems to ensure easy access to critical documents;
• Handle travel arrangements, accommodation, and logistics for executive meetings, conferences, and events, including international and national arrangements;
• Assist in budgeting and expense management by processing and tracking executive expenses, invoices, and reimbursements;
• Monitor and control access to the premises, issue visitor badges, and ensure compliance with security procedures;
• Assist in distributing internal and external communications, including memos, notices, and announcements;
• Perform any other assigned duties as required.

Personal Qualifications:

Qualification:

• Bachelor’s degree in Business Administration, Communications, Public Administration, or a related field,
• Minimum of 2 years in an executive assistant or similar senior administrative role, preferably within a professional association, accounting, finance, or consulting environment,
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), experience with project management software, and use of latest technologies.

Skills, Knowledge and Attitudes:

• Positive attitude, flexibility, teamwork, attention to detail, high degree of initiative required,
• Demonstrated ability to prioritize tasks, multitask effectively, and manage time efficiently in a fast-paced environment,
• Excellent written and verbal communication skills, with the ability to handle complex and confidential information professionally,
• High level of accuracy and detail orientation in managing schedules, documents, and communications,
• Strong sense of professionalism, discretion, and commitment to upholding the standards of the Institute,
• Excellent writing and speaking ability in English, French, and Kinyarwanda,
• Ability to build relationships with diverse internal and external stakeholders, demonstrating tact, diplomacy, and customer-service orientation,
• Proactive approach to identifying challenges and proposing effective solutions.

Benefits:

• Competitive salary
• Our relentless commitment to personal development and career growth.

HOW TO APPLY:

Interested candidates should send their applications, academic documents together with their CVs, giving full details of their age, qualifications, experience, present and expected remuneration, full contact details including day time telephone number, to: recruitment@icparwanda.com by 20th November 2024.

Only shortlisted candidates will be contacted.

Preference will be given to Rwandan Nationals.

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