Executive Assistant
Job title: Executive Assistant
Work Location: Hariss International Limited – Kampala, Uganda
Division / Department: Executive Office
Reports to: HR Business Partner – Support
Job Purpose:
To provide high-level administrative, organizational, and strategic support to the Chief Executive Officer, ensuring the efficient operation of the Executive Office. The Executive Assistant serves as a key liaison between the executive, internal departments, and external stakeholders while maintaining confidentiality and professionalism at all times.
Essential Duties and Responsibilities:
Executive Support
- Manage and maintain the Executive’s calendar, scheduling meetings, appointments, and travel arrangements.
- Prioritize and coordinate competing demands on the Executive’s time.
- Prepare meeting agendas, presentations, reports, and briefing materials.
- Screen and manage incoming correspondence, emails, and telephone calls.
- Draft and review correspondence, reports, and other business documents on behalf of the Executive.
- Ensure timely follow-up on action items and decisions arising from meetings.
Meeting and Event Coordination
- Organize Executive Committee, Board, and management meetings.
- Prepare meeting packs, presentations, minutes, and action trackers.
- Coordinate internal and external events, conferences, and stakeholder engagements.
- Ensure meeting logistics are effectively managed.
Communication and Stakeholder Management
- Serve as the primary point of contact between the Executive and internal/external stakeholders.
- Maintain professional relationships with customers, suppliers, government agencies, and business partners.
- Handle sensitive information with utmost discretion and confidentiality.
- Facilitate effective communication across departments.
Administrative Management
- Maintain accurate records, files, and documentation.
- Monitor and manage office supplies and administrative resources for the Executive Office.
- Process expense claims and ensure compliance with company policies.
- Support budget tracking and reporting for the Executive Office.
Travel and Logistics
- Arrange local and international travel, accommodation, visas, and transportation.
- Prepare travel itineraries and briefing documents.
- Coordinate logistics for visiting executives and guests.
Project Coordination
- Assist in tracking strategic projects and initiatives.
- Monitor project timelines and follow up with stakeholders on deliverables.
- Prepare project status reports and dashboards as required.
- Support change management and special business initiatives.
Governance and Compliance
- Maintain records of key corporate documents and board resolutions.
- Ensure adherence to company policies, procedures, and governance requirements.
- Support audit and compliance activities relating to the Executive Office.
Education and/or Work Experience Requirements:
Education
- Bachelor’s degree in business administration, Management, Secretarial Studies, Public Administration, Human Resources, Communications, or a related field.
Experience
- Minimum of 5 years’ experience in an Executive Assistant, Personal Assistant, or Senior Administrative role.
- Experience supporting C-suite executives is preferred.
- Experience in a manufacturing, FMCG, or corporate environment is an added advantage.
Key Requirements:
Technical Skills
- Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Strong report writing and presentation preparation skills.
- Project coordination and document management skills.
- Familiarity with virtual meeting platforms and collaboration tools.
Behavioral Competencies
- Excellent organizational and planning skills.
- Strong interpersonal and communication skills.
- High level of integrity and confidentiality.
- Attention to detail and accuracy.
- Ability to work under pressure and manage multiple priorities.
- Strong problem-solving and decision-making skills.
- Professionalism and executive presence.
- Proactive and results-oriented mindset.
Deadline: 29th August 2026