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Executive Assistant to the CEO job at Dei BioPharma Ltd

About the Organization

Job Description

Dei BioPharma Ltd is a biotech and pharmaceutical research firm duly incorporated in Uganda Specializing in the development and manufacture of innovative medicines and vaccines. Our state-of-the-art manufacturing facility, site Matugga, Wakiso district, Uganda, shall produce high-quality medicines across a wide range of therapeutic areas, including:
• Dermatology: Skin conditions.
• Orthopedics: Musculoskeletal system.
• Psychiatry: Mental health and disorders.
• Immunology Immune system and related disorders.
• Neurology: Nervous system disorders.
• Gastroenterology: Digestive system and its disorders.
• Endocrinology: Hormones and endocrine system.
• Pulmonology: Respiratory system and lung conditions
• Cardiology: Heart and cardiovascular system.
• Oncology.: Cancer treatment

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Duties and Responsibilities

Administrative Support:

  • Manage the CEO’s calendar, schedule appointments, and coordinate meetings.

  • Handle travel arrangements, including booking flights, accommodations, and transportation.

  • Prepare and edit correspondence, reports, presentations, and other documents.


Communication Management:

  • Serve as the primary point of contact between the CEO and internal/external stakeholders.

  • Screen and prioritize emails, phone calls, and other communications.

  • Draft and respond to correspondence on behalf of the CEO.


Meeting Coordination:

  • Organize and coordinate meetings, including preparing agendas, taking minutes, and following up on action items.

  • Ensure meeting materials are prepared and distributed in advance.

  • Assist in the planning and execution of board meetings and other executive events.


Project Management:

  • Assist in managing projects and initiatives as directed by the CEO.

  • Track progress on key initiatives and provide regular updates to the CEO.

  • Conduct research and gather information to support project planning and decision-making.


Confidentiality and Discretion:

  • Handle sensitive and confidential information with the utmost discretion.

  • Maintain confidentiality regarding all aspects of the CEO’s work and personal matters.


Office Management:

  • Oversee the general administrative functions of the CEO’s office.

  • Manage office supplies, equipment, and ensure a well-organized workspace.

  • Coordinate with other administrative staff to ensure smooth operations.


Relationship Management:

  • Build and maintain relationships with key stakeholders, including board members, clients, and partners.

  • Act as a liaison between the CEO and senior management, staff, and external parties.

  • Facilitate communication and collaboration across different departments.


Event Planning:

  • Plan and organize events, conferences, and business functions on behalf of the CEO.

  • Coordinate logistics, including venue selection, catering, and attendee management.

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Qualification, Experiences and Competencies

Education:

  • Bachelor’s degree in Business Administration, Management, Communications, or a related field.

  • Advanced degrees or certifications in office management or administrative support are advantageous.


Experience:

  • Several years of experience as an executive assistant or in a similar administrative role.

  • Experience supporting C-suite executives or high-level management is highly desirable.


Skills:

  • Exceptional organizational and time management skills.

  • Strong written and verbal communication skills.

  • Proficiency in using office software such as Microsoft Office (Word, Excel, PowerPoint, Outlook) and other productivity tools.

  • Ability to multitask and prioritize tasks effectively in a fast-paced environment.


Personal Attributes:

  • High level of professionalism and discretion.

  • Strong interpersonal skills and the ability to build relationships with stakeholders at all levels.

  • Attention to detail and a proactive approach to problem-solving.

  • Adaptability and the ability to remain calm under pressure.


Technical Skills:

  • Proficiency in using calendar and scheduling software.

  • Familiarity with virtual meeting platforms (e.g., Zoom, Microsoft Teams).

  • Basic knowledge of project management tools and software is a plus.


Professionalism:

  • Demonstrated ability to handle confidential information with integrity.

  • Strong work ethic and a commitment to excellence.


Flexibility:

  • Willingness to work outside regular business hours as needed.

  • Ability to travel occasionally for business purposes if required.


Additional Requirements

Problem-Solving:

  • Ability to anticipate needs and proactively address potential issues.

  • Strong critical thinking skills and the ability to make informed decisions independently.


Continuous Improvement:

  • Commitment to personal and professional development.

  • Willingness to learn and adapt to new technologies and processes.

How to Apply

• All interested candidates who meet the required qualifications and experience are invited to submit their CVs, cover letters, and academic documents (addressed to the Human Resources Manager).
• All application documents should be merged into one docu- ment in PDF or .DOC/.DOCX format, not exceeding 10MB.
• Details of person specifications can be found on our careers page on our website: www.DeiBiopharma.com
• Applications should be sent by email with the JOB TITLE IN THE SUBJECT LINE. to recruitment@deibiopharma.com
• Should you not hear from us within fourteen (14) days from the closing date of this advertisement, you may consider your application unsuccessful.

Dei Biopharma Ltd. provides equal opportunity and fair and equitable treatment in employment to all people without regard to race, color, religion, sex, national origin, age, disability, political affiliation or marital status.
It is the organization's policy that in order to provide equal employment opportunities to all individuals, recruitment decisions shall be based on merit

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