Executive Assistant to the Director of Music Education

Job Category: Support Staff

Department/Group: Music &Life-Skills

Job Code: E. A

Location: Kampala HQ Travel: To outreach programmes and performance venues in Uganda

 Position Type: Full Time

Reportees: None

Reports To: Director of Music Education

Stakeholder relationships

Internal:

• Head of Departments
• Operations
•  M&E
• Teachers
• Media

External:

• Beneficiaries
• Partners
• Clients
• Public

Job Purpose:

To provide administrative support to the Director of Music Education (DoME) with the sole aim of achieving the overallobjective of the organisation.

Key Result Areas Roles and responsibilities

Executive Assistance

• To manage the DoME’s diary and appointments, ensuring effective use of time and preparation of papers and information in advance.
• To prepare and/or draft correspondence for the DoME i.e., reports, memos, etc, as required.
• To make domestic and foreign travel arrangements for the DoME, prepare itineraries, prepare, and compile travel vouchers, and maintain all travel records.
• To research, compile, assimilate and prepare confidential and sensitive documents and brief the Executive regarding contents.
• To manage the DoME office budget and take responsibility for monitoring expenditures while submitting reports.
• Research and Project support: Assist with and undertake research for projects for the DoME
• To coordinate and participate in committees or task forces, as assigned.
• To build and consolidate pleasant relationships with stakeholders and maintain a good disposition towards all of them to ensure lasting relationships are built.
• To prepare agendas and collect materials for department meetings, speeches, and conferences; to take minutes and keep records of proceedings as required.
• To act as the liaison between the executive and subordinates or others, exchanges information; to transmit directives, instructions, and assignments and follow up on the status of assignments.

Band and Outreach Programmes

• Ensure that the schedule(s) are updated routinely as required for both outreach programmes and internal weekly training while ensuring adherence to the schedules.
• In liaison with other support staff, ensure teachers attend assigned BfA activities on time.
• Organise logistics for performance opportunities for the Teacher Band, All- Star Band, and The Tayside Pearls.
• Update the performance and events calendar and inform DoME of any changes/updates;
• Assist with event planning and management.

External Relations

• Support the DoME with sorting and addressing external concerns related to Music and Life-skills activities at outreach partners
• Process and respond to outreach partner concerns and queries addressing them internally to the concerned persons as may be required
• Ensure outreach focal persons are updated on schedule changes or cancellations in good time
• Follow up with partners on required information including event forms submission, consents and all
• Prepare monthly briefs for partners
• Maintain good relationships with partners

Compliance & Reporting

• Ensure adherence to standards, policies, and procedures in department operations.
• Prepare and submit periodic reports.

Perform any other duties as may be assigned by the Line Manager from time to time.

Key Performance Indicators (KPIs):

• Budget and Resource Management
• Compliance & Reporting Adherence; Rate of compliance exceptions
• Efficiency in the preparation of documents and agendas 
• Quality & timeliness in submission of reports
• Stakeholder Engagement & Relationship Building
• Timely and accurate handling of correspondence

Experience & Qualification:

Essential:

A bachelor’s degree in Business Administration, Public Administration, Education, and Social Work or any other related field.

Desirable:

2+ years’ experience supporting at the executive level

2+ years’ experience working with an international organisation/company.

Job Personal Specifications and Desired Competencies:

• Passionate about bringing education and opportunities to disadvantaged youth in Africa.
• Excellent calendar management skills, including the coordination of complex executive meetings.
• Experience in scheduling travel arrangements for management
• Ability to think spontaneously when required by the management for business development.
• Excellent organisational skills, ability to multi-task, self-motivated, and ability to work in a fast-paced environment.
• Excellent verbal (English and Luganda), written (English), and interpersonal communication skills.
• Excellent computer skills, including knowledge of Microsoft Word, Excel, PowerPoint, , etc, and Communication Channels including Email, Monday.com, Slack, Zoom, Google Meet, etc.
• Ability to work under pressure to meet a deadline
• Ability to research, digest, analyse, and present material clearly and concisely
• Capable of thinking on their feet in a crisis and using initiative

How to Apply:

All applications will be received and Reviewed through BrighterMonday Portal by Clicking on the 'Apply Here' section