Executive Assistant to the Director
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Job summary
To deliver professional, proactive administrative and operational support to the Director. Manage schedules, office errands, cross-team follow-ups on agreed actions, take minutes, prepare reports, and handle coordination so the Director can focus on strategic priorities across both companies.
Min Qualification:
Diploma
Experience Level:
Mid level
Experience Length:
5 years
Language Requirement:
English
Working Hours:
Full Time - 8 to 5
Applicant Location:
Uganda
Job descriptions & requirements
Company Sim Packaging Solutions and Birus Property Services
Role: Executive Assistant to the Director
Reports to Director
Function: Executive support - Schedule management, meetings, Follow-ups, Minutes and Reporting, Office administration
Internal relationships: All departments and teams across both companies
External relationships: Clients, suppliers, service providers (as directed)
Purpose
To deliver professional, proactive administrative and operational support to the Director. Manage schedules, office errands, cross-team follow-ups on agreed actions, take minutes, prepare reports, and handle coordination so the Director can focus on strategic priorities across both companies.
Key result areas and responsibilities
Key result area: Operational tasks; Technical tasks
Schedule and calendar management
- Manage daily, weekly, monthly, quarterly calendar; prioritize meetings and travel; resolve conflicts
- Maintain shared calendars, issue invites with agendas, protect strategic time
Meeting support and minutes
- Organize meetings, take accurate minutes, distribute action logs promptly
- Capture decisions and deadlines clearly, maintain organized meeting records
Follow-up and action tracking
- Follow up with teams on agreed closures, track progress, escalate blockers
- Maintain action trackers, prepare status summaries, drive accountability
Office administration and errands
- Handle office errands, correspondence, document management and logistics
- Process emails, maintain filing systems, coordinate travel and suppliers
Reporting and documentation
- Prepare daily/weekly/monthly reports and briefing notes
- Create clear professional reports, maintain document control and confidentiality
Coordination and Communication
- Act as liaison between Director and teams, ensure smooth information flow
- Draft professional correspondence, coordinate multi-team updates
Most critical KPIs
KPI Target Measurement method Weight
Schedule Accuracy 98% Calendar audit and Director feedback 15%
Timely follow-ups and closures 95% actions followed up on time, >90% closure rate Action tracker and weekly status reports 20%
Minutes quality and timeliness 100% distributed within 24 hours, >95% accuracy Distribution time and review feedback 15%
Report quality and timeliness 100% on time and professional standard Submission deadlines and Director feedback 15%
Administrative efficiency >95% tasks completed accurately and on time Task completion log 15%
Confidentiality and professionalism Zero breaches Incident log and stakeholder feedback 20%
Competency Matrix
Core leadership R.L Technical R.L Core values R.L
Accountability and Ownership 5 Calendar and schedule management 5 Integrity 5
Communication and Influence 5 Minutes and professional writing 5 Teamwork 5
Proactivity & Anticipation 5 Microsoft Office /Digital Tools 5 Collaboration 5
Attention to Detail 5 Action Tracking Systems 5 Accountability 5
Discretion & Confidentiality 5 Report Preparation 5
Strategic thinking 4 Market and commercial awareness 4
Personal specifications
Category Requirements
Education
Diploma or bachelor’s degree in business administration, Office Management or related field
Experience
5–7 years as Executive/Personal Assistant supporting Director/senior leadership; multi-company or multi-unit experience preferred; strong MS Office proficiency
Key skills and attributes
Excellent organization and time management; strong written and verbal communication; high discretion and integrity; proactive, detail-oriented and results-driven; able to work under pressure and manage multiple priorities; effective across all organizational levels
How to Apply:
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