Administrative Assistant in the office of DVC – Administrative and Financial Affairs.

Description

Job Title: Administrative Assistant in the office of DVC – Administrative and Financial Affairs.

Report to: DVC – Administrative and Financial Affairs

Department: DVC- AF’s Office

Location: Kigali & Butaro

Position Overview

The Admin Assistant in the office of the Deputy Vice Chancellor of Administration and Financial Affairs provides exceptional administrative and operational support to ensure the seamless functioning of the office. This position demands a proactive, highly organized, and discreet individual capable of managing a diverse array of tasks. The Administrative Assistant will act as the primary point of contact for internal and external stakeholders, efficiently managing the DVC-AF’s schedule and communications.

Key Responsibilities

• Efficiently manage and maintain the DVC-AF’s calendar, including scheduling appointments, coordinating meetings, and organizing travel arrangements.
• Prepare, review, and manage correspondence, ensuring prompt and professional communication.
• Organize and maintain comprehensive records, files, and documentation to ensure they are easily accessible.
• Facilitate effective communication and collaboration between internal departments and external partners.
• Handle confidential information with the utmost discretion and integrity.
• Plan and execute events, meetings, and workshops, managing all logistical arrangements.
• Prepare and distribute agendas, minutes, and follow-up action items for meetings.
• Process invoices, reimbursement requests, and other financial documents promptly.
• Maintain accurate financial records and documentation.
• Assist the other managers and coordinators in the DVC’s office to monitor and track documents, projects and tasks, ensuring attention to time-sensitive issues and longer-term initiatives, providing background information when needed.
• Provide other general administrative support as needed

Qualifications

• Bachelor’s degree in business administration, Management, Finance, or a related field.
• A minimum of 2 years of experience in an administrative support role, preferably within an academic or corporate setting.

Skills

• Outstanding organizational and time-management capabilities.
• Exceptional written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
• Ability to work independently, manage multiple tasks, and prioritize effectively.
• Strong interpersonal skills, with the ability to build and maintain professional relationships.
• High level of discretion and confidentiality.
• Ability to maintain high standards of accuracy and quality in all work.
• Responds well to changing priorities and remains composed under pressure
• Ability to anticipate needs and take the initiative to address them