Executive Assistant at School of St. Jude

Ref: TSOSJ/HR/AM/01/2020

Duty Station: Moshono Business Office, Arusha, Tanzania (travel between campuses is required).

Reporting To: The Academic Manager

About us

The School of St Jude is an educational institution, entirely funded by charitable donations, that provides free, high-quality primary and secondary scholarships to 1,800 of the poorest and brightest students in the Tanzanian region of Arusha and supports hundreds of graduates through higher education.

Key Responsibilities & Tasks

• Coordinate executive communications, including taking calls, responding to emails and interfacing with clients.
• Prepare internal and external documents for team members in consultation with the Academic Manager.
• Schedule meetings and appointments. Ability to manage and prioritise these on behalf of the Academic Manager.
• Receive and return all HR and purchasing documents requiring signature.
• Maintain an organised filing system of paper and electronic documents.
• Develop and sustain a level of professionalism among staff and our stakeholders (including visitors, parents, students and government officials).
• Proficient in collaboration and delegation of duties.
• Acting as a first point of contact in dealing with correspondence and phone calls.
• Manage diaries and organise meetings, appointments, and often controlling access to the Academic Manager.
• Organise events and conferences.
• Remind the Academic Manager of important tasks and deadlines.
• Type, compile and prepare reports, presentations and correspondence in both English and Kiswahili.
• Miscellaneous tasks to support the Academic Manager, which will vary from time to time.

Other Duties

• Periodically suggest improvements to the department’s procedure and submit to your supervisor for approval.
• Participate and support fellow staff in school mission related activities such as all School Celebration Days throughout the year.
• Participate in student selection process, in particular working after hours on rest days and public holidays up to 20 Saturdays per annum.
• Perform any other duties as assigned by Head of Department, Manager and Deputy Director and the Employer.

Qualification, Skills and Attributes

• Minimum Diploma in Business Administration or Advanced Secretarial Management.
• Minimum of 2 years of experience as a Personal Assistant or Executive Assistant reporting directly to senior management.
• Must have experience with the Tanzanian education system.
• Added advantage:

o Typing speed and accuracy (50WPS)

o Experience in Modern Educational Institutions

o Passion to work with Children

• Exceptional writing, reading, verbal and communication skills in English and Kiswahili.
• Advanced Microsoft Office skills, with an ability to become familiar with firm- specific programs and software
• Demonstrated exceptional attention to detail is crucial.
• Exceptional interpersonal skills.
• Friendly, professional and mature demeanour.
• Expected to appear in professional attire.
• Discretion and trustworthiness, as you will often be party to confidential information.
• Flexibility and adaptability.
• The ability to be proactive and take the initiative to develop new processes or procedures that would improve the effectiveness or efficient of the work.
• Tact and diplomacy.
• Strong organisational, staff management and problem-solving skills with impeccable ability to multi-task.
• Willingness to work in an English Medium Environment and Educational Institution.
• Ability to work independently and take instruction.

How To Apply

• Interested Candidates for this job are kindly requested to send their CV accompanied by a Cover Letter to [email protected] Applications should be sent by 28th February 2020. SUBJECT LINE MUST INCLUDE THE  REFERENCE NUMBER.

• ONLY SHORTLISTED CANDIDATES WILL BE CONTACTED!

Child Protection Policy WE ABIDE BY A STRICT CHILD PROTECTION POLICY AND DO NOT TOLERATE ANY ABUSE!