Admin and Executive Assistant

INTRODUCTION TO SOUK FARMS LTD

SOUK is an Agri-business investment company dedicated to the application of cutting-edge solutions in farming, trading, processing, and logistics. SOUK specializes in export of fresh horticulture produce from the beautiful and picturesque country of Rwanda.

SOUK FARMS LTD is driven by an overarching mission to become a sustainable agricultural food products provider and partner. We aim to be at the forefront of pioneering innovation to improve the sustainability of agriculture in Africa.

Position: Admin and Executive Assistant

Department: Administration

Reporting to the CEO.

Responsibilities:

Executive Support:

• Manage the CEO’s calendar, appointments, and travel arrangements.
• Draft, review and send communications on behalf of the CEO
• Prioritize and coordinate the CEO’s daily activities, including meetings, conferences, and events.
• Prepare meeting agendas, presentations, and other documentation as required.
• Conduct research and compile reports on various topics as directed by the CEO or other members of the Management Team.
• Serve as a liaison between the CEO and internal/external stakeholders, ensuring effective communication.

Office Administration:

• Document Management: Managing and organizing documents, files, and records. This includes creating and maintaining filing systems, ensuring document security and confidentiality, and retrieving information as needed.
• Office Policies and Procedures: Ensuring adherence to office policies and procedures, and promoting a safe and productive work environment. This includes implementing and enforcing policies related to security, health and safety, and office protocols.
• Maintain office supplies inventory and place orders when necessary.
• Handle incoming and outgoing correspondence, including emails, letters, and packages.
• Greet visitors and provide them with a professional and welcoming experience.
• Coordinate office maintenance, repairs, and IT support as needed.
• Manage office equipment, including printers, copiers, and telecommunication systems.
• Assist with organizing company-wide events, meetings, and conferences.
• Handle expense reports and process invoices in a timely manner.

Qualifications:

• Bachelor’s degree in business administration, office management, or a related field (preferred).
• Proven experience as an executive assistant or in a similar role.
• Strong organizational and time-management skills with the ability to multitask effectively.
• Exceptional verbal and written communication skills.
• Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint,etc)
• Attention to detail and problem-solving abilities.
• Ability to maintain confidentiality/discretion and exercise sound judgment.
• Flexibility to adapt to changing priorities and work in a fast-paced environment.