Advent Construction Job Vacancy, Executive Assistant

Advent Construction Job Vacancy, Executive Assistant

Executive Assistant to the Directors

Advent Construction Ltd

Dar es Salaam

Advent Construction Ltd is one of Tanzania’s largest and most recognized Civil and Building construction companies.

Job Description:

Reporting directly to the Managing Director, the Executive Assistant provides executive support in a one-on-one working relationship. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the Directors. The Executive Assistant also serves as a liaison to the board of directors and senior management teams; organizes and coordinates executive outreach and external relations efforts; and oversees special projects. The Executive Assistant must be creative and enjoy working within a small, entrepreneurial environment that is mission-driven, results-driven and community oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to manage a wide variety of activities and confidential matters with discretion.

Roles and Responsibilities Executive Support

• Completes a broad variety of administrative tasks for the Director’s Office including: managing an extremely active calendar of appointments.
  composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
• Plans, coordinates, and ensures the MD’s schedule is followed and respected. Provides “gatekeeper” and “gateway” role, creating win-win situations for direct access to the MD’s time and office.
• Prioritizes, and follows up on incoming issues and concerns addressed to the Directors, including those of a sensitive or confidential Determines appropriate course of action, referral, or response.
• Provides a bridge for smooth communication between the Directors’ office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
• Works closely and effectively with the MD to keep him well informed of upcoming commitments and responsibilities, following up Acts as a “barometer,” having a sense for the issues taking place in the environment and keeping the Directors updated.
• Provides leadership to build relationships crucial to the success of the organization and manages a variety of special projects for the Directors, some of which may have organizational
• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the MD’s ability to effectively lead the company.
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.

Board Support and Liaison

• Serves as the Directors’ administrative liaison to other board of directors and Senior Staff
• Assists board members with travel arrangements, lodging, and meal planning as
• Maintains discretion and confidentiality in relationships with all board
• Adhere to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format.

Senior Management Liaison

• Participates as an adjunct member of the Executive Team including assisting in scheduling meetings and attending all meetings.
• Assists in coordinating the agenda of senior management team meetings and off-site, and all- staff meetings.
• Facilitates cross-divisional coordination of travel and outreach
• Communications, Partnerships, and Outreach
• Ensures that the Directors’ bio is kept updated and responds to requests for materials regarding the Directors and the organization in general.
• Edits and completes first drafts for written communications to external stake

Strategic Initiatives

• Works with the Strategic Initiatives team in coordinating the Directors’ outreach
• Follows up on contacts made by the Directors and supports the cultivation of ongoing

Qualifications for the Executive Assistant to the Directors

• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent diligence.
• Extraordinarily strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors.
• Expert level written and verbal communication
• Demonstrated initiative-taking approaches to problem-solving with strong decision-making
• Emotional maturity
• Highly resourceful team-player, with the ability to also be extremely effective
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced
• Forward looking thinker, who actively seeks opportunities and proposes

Education and Experience Requirements

• Bachelor’s degree
• Strong work tenure: five to years of experience supporting C-Level Executives, preferably in a Private Companies
• Experience and interest in internal and external communications, partnership development, and fundraising
• Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platform

How to Apply :

If you are interested in this position, please Share your updated CV only to [email protected]

Address:

Advent Construction Ltd Headquarters
Plot 132, Advent avenue,
Mikocheni light industrial area,
Mwenge,
P.O Box 8702,
Dar es Salaam,
Tanzania.