Executive Assistant to the Managing Director

Job Description

The Executive Assistant to the Managing Director is a high-trust, high-impact role that sits at the centre of the organization’s leadership. This position enables the MD to operate at full effectiveness by managing time, information flow, and stakeholder communications with precision, discretion, and proactive judgment. The ideal candidate is a sharp, organized, and deeply reliable professional who anticipates needs before they arise, manages competing priorities with calm, and always represents the Office of the MD with the highest levels of professionalism.

Primary Responsibilities

• Executive Calendar & Schedule Management

  • Own and manage the MD's daily, weekly, and monthly calendar with precision.
  • Proactively schedule, reschedule, and prioritise meetings, travel, and commitments.
  • Prepare and share daily briefings and agendas to ensure the MD is fully prepared for every engagement.
  • Protect the MD's time by filtering and prioritising meeting requests appropriately.

• Communications & Correspondence

  • Manage the MD's inbox: triage emails, draft responses, flag urgent items, and track follow-ups.
  • Prepare high-quality written communications including letters, emails, reports, and presentations on behalf of the MD.
  • Act as the primary liaison between the MD's office and internal departments, external partners, and stakeholders.
  • Maintain strict confidentiality across all correspondence and communications.

• Travel & Logistics Coordination

  • Arrange all domestic and international travel including flights, accommodation, visas, and ground transport.
  • Prepare comprehensive travel itineraries and ensure all logistics are confirmed well in advance.
  • Manage expense reporting and reconciliation for MD travel and business activities.

• Meeting Preparation & Follow-Up

  • Prepare briefing materials, talking points, and supporting documents ahead of key meetings.
  • Attend meetings where required, take accurate minutes, and track action items to completion.
  • Coordinate Board meetings, leadership reviews, and external stakeholder engagements end-to-end.

• Office of the MD Operations

  • Maintain organized systems for filing, documentation, and information management.
  • Support special projects, research assignments, and strategic initiatives as directed by the MD.
  • Coordinate cross-functional follow-ups to ensure MD directives are tracked and executed on time.

Skills

• Exceptional organizational and time management skills.
• Strong written and verbal communication in English; French or Kinyarwanda is an advantage.
• Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Discretion and confidentiality in handling sensitive information.
• Proactive problem-solving and independent judgment.
• Stakeholder management and professional relationship building.
• Adaptability and composure under pressure in a fast-paced environment.

Qualifications

• Bachelor's degree in business administration, Communications, Management, or a related field.
• Minimum 2 years of experience in an executive assistant, personal assistant, or senior administrative role.
• Demonstrated experience supporting C-suite or senior leadership in a fast-paced environment.
• Experience in a high-growth, agribusiness, FMCG, or development sector organization is an advantage.
• Familiarity with East African business culture and regional stakeholder environments.

How to Apply

send all the required documents to our email address: recruiting@kivuchoice.com