Executive Assistant at Aquila East Africa

Position Overview

• We are seeking a highly organized and detail-oriented Executive Assistant to support our executive team. As an Executive Assistant, you will play a pivotal role in ensuring the smooth operation of our office and providing invaluable support to our leaders in order to enhance effectiveness and efficiency of executive functions.

Key Duties and Responsibilities

Account Manager

• Calendar Management: Organizing and maintaining executives’ schedules, including appointments, meetings, and travel arrangements.
• Communication Handling: Managing and screening phone calls, emails, and other forms of communication on behalf of executives.
• Meeting Coordination: Scheduling and coordinating meetings, conferences, and video calls, and ensuring all necessary materials are prepared.
• Travel Arrangements: Booking flights, accommodations, transportation, and creating itineraries for executive travel.
• Document Preparation: Drafting and editing documents, presentations, reports, and memos as needed.
• Expense Management: Tracking and reconciling expenses, processing invoices, and managing expense reports.
• Client Communication: Serving as a point of contact for clients and external partners, facilitating communication and addressing inquiries.
• Confidentiality: Maintaining the highest level of discretion and confidentiality regarding sensitive company information.
• Event Planning: Assisting in the planning and coordination of events, such as client meetings, conferences, or company functions.

Qualification

• Bachelor’s degree in Business Administration, Communications, or related field.
• Proven experience as an executive assistant or in a similar administrative role.
• Excellent organizational and multitasking abilities.
• Strong written and verbal communication skills.
• Proficiency in office software (Microsoft Office Suite, Google Workspace, etc.).
• Ability to work independently and prioritize tasks in a fast-paced environment.
• Exceptional problem-solving skills and attention to detail.
• Professionalism and the ability to maintain confidentiality.