Position: Executive Assistant
Position Type: Full Time
Vacancies: 1 Deadline Passed
Required Degree: Diploma
Required Years of Experience: 3
REG is a company that Generates and distributes power in Rwanda. As a national utility, the company has been in existence since 1976, as ELECTROGAZ. ELECTROGAZ was founded in 1939 as “REGIDESO” by the colonial masters supplying water, electricity and gas to RWANDA-URUNDI with its Headquarters in Bujumbura. The company was later divided into REGIDESO Rwanda and REGIDESO Burundi in 1963. In 1976, REGIDESO Rwanda became ELECTROGAZ and was granted the monopoly for the production and distribution of water and electricity in the country. After the 1994 genocide, there was an increase in urban settlements, thus increased demand for water and electricity. The installed capacity for water and electricity supply could not sustain the increased demand, which called for further investments.
Description, duties, responsibilities
The Executive Assistant to the Managing Director will be responsible for managing the information flow from MD’s office to key stakeholders, schedule meetings, provide administrative and secretarial support to the Managing Director and monitor utilization of office assets in line with the organisations’ policies and procedures.
Administrative Support and Office management
1 Develop and implement a system for the management and safe custody and retrieval of records and information routed to and from the MD’s Office in line with the operational guidelines and procedures
2 Plan, monitor, supervise and maintain cleanliness in the MD’s Office in line with administrative and branding guidelines
3 Plan and monitor the transport and welfare needs of staff in the MD‘s office in line with administrative guidelines
4 Identify, requisition and account for office assets and monitor their usage and safe custody in accordance with administrative guidelines
5 Manage correspondences to the MD’s Office including mail, Telephone, incoming and out-going faxes, and route inquiries to the respective action officers / departments and generate periodic status reports
6 Coordinate preparations for executive meetings with the MD, taking down minutes and providing feedback to stakeholders in line with organisation policies.
7 Schedule internal & external customer appointments and providing feed back to the specific stakeholders in line with organisation procedures
8 Draft and prepare documents and project papers to other parties including Board members, shareholders and division heads in line with administrative guidelines
9 Draft annual and monthly executive meeting schedules for the Managing Directors’ office
10 Assist in completion of MD’s report, which may require input from all Departments and dissemination of information to department heads