Job vacancy Executive Assistant

JOB TITLE: EXECUTIVE ASSISTANT  

Job Purpose 

To support the Director/ CEO/ GM in his Company engagements both within and outside of the company precincts.

To Coordinate and ensure alignment and implementation of company decisions across the departments to their closure/ conclusion.

To engage and support all company internal and external stakeholders in order to enable them to serve the company to its expectations which are geared towards attaining its overall objectives.

Company background 

Ultimate Gas Professionals Limited is a Liquefied Petroleum Gas (LPG)/ “Cooking” Gas Distribution and Marketing company of its own new brand of cylinder with the trademark “UGAS”. The company was incorporated in 2010 and began operations as a TOTALENERGIES gas distribution company until late in 2023 when it introduced its own brand of gas. It operates within the Country’s Oil & Gas sector and also undertakes Consultancy services within the same sector.

Duty station- KAMPALA

Job type - Full-Time Job

Reporting to: CEO/ DIRECTOR

Responsibilities 

• Book, Track & Coordinate and prioritise Meetings & Appointments for the CEO & Management.
• Ensure that meeting logistics e.g. Venue, refreshments, presentation equipment and transportation where necessary are in place to enable smooth and in-time meetings.
• Coordinate and prioritise workflow within the CEO’s office, and in conjunction with others departments and key company stakeholders.
• Maintain records for the CEO, the Board, and the Management Team including but not limited to taking and storing meeting minutes as well as other business and administrative records.
• Maintain focus on all matters in progress under the CEO’s office and Senior Management and expedite their completion.
• Solicit and Maintain information and contacts needed in business and administrative decisions in order to facilitate implementation of the company programs. E.g. Quotations, Contacts, etc.
• Coordinate, Supervise and monitor special projects, assignments and activities as assigned.
• Perform general clerical duties to include but not limited to Typing, photocopying, scanning, mailing and filing including Creating, editing and modifying various documents such as reports, contracts and manuscripts using Microsoft Office software in proper form, language and lay out so as to be presented in a professional manner.
• Taking and editing dictation that requires a substantial amount of technical terminology, organisation knowledge, and familiarity with laws, policies and procedures. 
• Maintain the electronic and paper files of the CEO/ Senior Management team and ensure they are safe and updated regularly.
• Prepare and distribute internal and external documents, including reports, memos and letters.
• Coordinate both local and international Travel arrangements for the Director, Senior Management and other key company stakeholders e.g. Directors and/ or their representatives, Board Members and Consultant, as well as for company guests as and when the need arises.
• Answer business phone calls (on office or private line) promptly and in a professional manner; and use good judgment to prioritize the distribution of messages in time.
• Attend to and provide general support to office visitors and attend to reception duties.
• Responsible for keeping inventory of all office supplies, and requisitioning for replenishments as needed; and coordinate repairs of office equipment.
• Maintain and update a general list of contacts for all company stakeholders and liaisons
• Keep Track of and Act as a Follow up Liaison for matters discussed and agreed between (Senior) staff and the Director, as well as between the Director and external parties.
• Manage the Director’s office, Calendar and Daily schedules.
• Develop/ Update administrative systems and filing for better efficiency and coordinate office procedures.
• Manage and attend to the company’s general emails (info@ and Admin@) and prepare adequate responses or forwarding to the attention of the relevant key company staff.
• Maintain utmost confidentiality and protect the company’s sensitive material. 
• Perform any or all of the above assignments both within office, on the road, or outside of the station as and when the need arises.
• Support and Coordinate basic Human Resource matters and concerns within the company hand in hand with the Finance & Administration Manager, and update the CEO accordingly.
• Support in or coordinate in delivery of company communication to required destinations.
• Look out for, procure and support in bidding processes for company business.
• Take full responsibility on behalf of the CEO for major company procurement entailing major expenditure including on fixed assets, equipment, property and major stock or movable assets 
• Supervise the Company Receptionist/ Administrative Assistant who will directly report to you.
• Perform any other related duties as may be assigned by the Director/ CEO from time to time.

Candidate specification 

• Bachelors Degree in Secretarial or related studies at other levels but with ample experience
• Atleast 2 years of Executive administrative support experience required.
• Proficient in all basic Microsoft Office packages Including Word, Excel, Outlook and PowerPoint. 
• Previous experience in a fast-growing Business environment preferred.
• Bilingual e.g. Knowledge of an extra foreign language in addition to English is a plus.
• Smoothless networking abilities across the C-Suite.
• Excellent Letter Composition, Report-writing, Editing, and good command of Business English.
• Able to Drive a vehicle whenever needed.

Critical skills required 

• Awareness of fundamental business principles as well as a broad understanding of the overall industry in which the business operates
• Excellent Letter Composition and good command of Business English.
• Ability to type accurately at a speed of 55 words per minute.
• Smoothless networking abilities across the C-Suite
• Ability to handle and or support multiple projects
• Ability to maintain utmost confidentiality in respect of all communication and dealings
• Ability to make sound judgment and reasonable decisions in the absence of direction 
• Ability to stay focused and work effectively without constant and direct supervision 
• Ability to utilize analytical skills and be able to effectively interpret and anticipate the business or teams’’ needs/ requirements on specific matters, as well as how to get those requirements availed
• Excellent time management skills and the ability to prioritize work
• Strong attention to detail and excellent organizational skills required.
• Ability to multi-task in a fast paced and deadline driven environment.
• Ability to work independently, manage multiple tasks, prioritise work-loads, and meet deadlines.
• Ability to arrange conference Calls and schedule meetings using all possible and available online meeting platforms.
• Ability to maintain professionalism and a positive service attitude at all times.
• Ability to work beyond normal working hours or days whenever the situation/ assignment warrants
• Excellent communication skills – written and verbal
• Ability to consistently produce well thought‐out, professional reports and correspondences which are free of grammatical and spelling errors 
• Ability to prioritize projects, workflow and timelines, as well as strong problem-solving skills
• Good research skills and attention to detail
• Good analytical and strategic problem-solving ability 
• High degree of creativity, resourcefulness and calmness under pressure
• Good Reporting and Report Writing skills
• Pleasant personality with a fun, positive “can do” attitude and a good sense of humor 
• Excellent relationship builder; able to demonstrate a high level of tact, discretion, and diplomacy with all internal and external stakeholders. 
• Demonstrate flexibility and the ability to maintain a positive demeanor in the midst of change both in work or personal circumstances
• Ability to interact professionally with stakeholders and associates at all times without fear or intimidation
• Knowledge of operating and basic troubleshooting of standard office equipment e.g. Printers, Desk Tops, Laptops, Water Dispensers, etc.

How to apply.

All candidates should send their updated CVs and application letters through Brightermonday Portal by Clicking on the 'Apply Now ' section