ROLE PURPOSE:

The Senior Executive Support Assistant is a dynamic position that requires strong attention to detail, a great sense of initiative for accomplishing work that needs to be done, and the ability to manage multiple deadlines in many different areas.

WORKING ENVIRONMENT:

YSAT works in remote refugee hosting areas in Uganda with 3 field offices, 5 refugee settlements, approximately 58 staff and expenditure of 1.5 million USD / anum. The staff will be based in Rhino Camp during working days returning to town on Fridays. This role includes possibility of traveling to other YSAT field offices in Imvepi, Adjumani, soon Yumbe, Lamwo, Palorinya

KEY ROLES

• Provide secretarial and administrative support to Executive Director’s Office
• Arrange appointments and maintains supervisor’s calendar.
• Receive visitors; places and screens telephone calls and answers queries with discretion.
• Arrange meetings, internal &external, some involving high-ranking officials, take minutes /notes at meetings.
• Draft correspondence, documents and reports, some of which are highly confidential.
• Receive, screen, log and route correspondence, attach necessary background information and maintain follow-up system.
• Draft official correspondence, documents and reports on routine matters and/or for clearance by the supervisor and ensure follow-up.
• Maintain filing system for electronic and hard copy documents in the Director’s office
• Maybe required to assist in Human Resources tasks (attendance record, travel arrangements, preparation of travel authorisation, /claims, etc.) for Executive Director and SMT members.
• Arrange Executive Leadership away days.
• Assist in the preparation of visit programmes, briefings on issues covered by Director’s office, collection of documentation for briefing kits; talking points and other material for missions, meetings and visits.
• Accompany the Executive Director in internal and external online meetings (and as resources permit in-person meetings), and manage outreach and follow-up related to these relationships, including managing meeting notes, communication about meetings to others, and development of follow-up materials such as concept notes for partnerships, funding, or advocacy initiatives.
• Researching and following up on incoming issues to be addressed by the Executive Director from SMT & BOD.
• Prepare packs for Board meetings.
• Draft minutes to record Board meetings in a timely manner.
• Perform other related duties as required.

Required Qualifications

• At least a Diploma or Bachelor degree in communication, Business/Public Admin.
• Demonstrated experience of at least 2 years assisting senior staff and providing general office support.
• Proven experience and proficiency in writing meeting minutes and drafting executive correspondence.
• Strong organizational and schedule management skills.
• Fluency in English with Excellent writing skills.
• Comfortable and skilled in communicating and managing relationships with high-profile individuals, including global- leaders, influencers, and philanthropists.
• Ability to exercise discretion, and strong judgement and to take appropriate actions without supervision.
• Experience in budget management
• Experience traveling independently and planning travel logistics, including internationally.
• Ability to work with diverse individuals and groups; culturally sensitive.
• Advanced working knowledge of Microsoft Office (Excel, Word, PowerPoint) and Google Apps (Gmail, Google Drive, Calendar, Docs).