Executive Assistant job at Q-Sourcing Limited

About the Organization

Q-Sourcing Servtec, a hallmark of HR excellence in East Africa, stands as the go-to recruitment agency for organizations aiming for growth. As a frontrunner in human capital management, our expertise spans across talent acquisition, training, and outsourcing, catering to the diverse needs of businesses in Uganda, Kenya, Rwanda, Tanzania, and South Sudan. Our solutions don’t just stop at hiring; we dive deep into assessing and developing both people and systems, ensuring organizations harness their full potential in this rapidly evolving work landscape.

For over 17 years, we’ve been the bedrock for countless East African businesses, offering them innovative staffing solutions and providing sustainable employment opportunities across various sectors. Whether it’s head hunting experts in Tanzania, casual management services in Kenya, or expatriate management in Uganda, our commitment to elevating the HR realm remains unwavering.

Job Description

Reporting to the Chief Finance Officer (CFO), the Executive Assistant will be responsible for providing executive support to the Chief Finance Officer, in support of the Finance contribution to achieve the Foundation’s strategy and goals. S/he will provide administrative support to the CFO and build collaborative relationships with other functions and internal stakeholders.

Duties and Responsibilities

Manage the CFOs calendar, including scheduling meetings and regional activities, ensuring schedules are followed and respected.
Coordinating meeting logistics such as room bookings, refreshments and document preparation.
Prepare agendas, take and distribute meeting minutes and follow up on key action items.
Manage travel arrangements including global travel, accommodations, transport, visas and immunizations.
Prepare and submit expense reports per organizational policies.

Compose routine correspondence and proactively identify the need for communication.
Liaise with PR communications and colleagues regarding functional communications and handle correspondence distribution.
Plan organize and maintain accurate documentation including reports and databases.
Build and sustain relationships with employees, external stakeholders, and the public on behalf of the CFO.
Support budget preparation, forecasting and financial management processes.
Provide backup to other executive administrators as needed.

Qualification, Experiences and Competencies

College Diploma or University degree is required.
Minimum 3-5 years of experience in an Administrative Assistant role in a fast paced environment Local experience preferred.
Excellent prioritization and time management skills.
Excellent interpersonal skills exhibiting grace under pressure.
Strong communication skills in English, both written and spoken with the ability to communicate in Kiswahili.

Proficient in MS Office applications (PowerPoint, Word, Excel, Office 365 and SharePoint)
Detail oriented with a demonstrated ability to produce high quality work consistently and effectively.
Able to work independently with little direction or supervision with the ability to coordinate and manage multiple projects.
Flexible adaptable and able to execute a range of job duties and changing priorities.
Possess professional maturity sensitivity to different cultures and impeccable integrity that exemplify the Foundations values.