Executive Assistant to Managing Director

NIC Holdings is hiring an Executive Assistant to Managing Director to provide high-level executive, administrative, and operational support to the Managing Director (MD), ensuring effective coordination of the MD’s office, efficient communication with internal and external stakeholders, and seamless execution of key strategic and administrative functions in alignment with NIC’s objectives and standards.

Key Duties and Responsibilities:

• Receive, screen, and route all incoming and outgoing communications to and from the MD’s office, ensuring timely follow-up and proper handling in accordance with the organizational communication structure.
• Maintain an efficient and confidential filing and document dispatch system to ensure secure handling and easy retrieval of correspondence and records.
• Coordinate and prepare for internal and external meetings, manage logistics, take and distribute minutes, and follow up on action items.
• Monitor, requisition, and account for office supplies, stationery, and equipment for the MD’s office, ensuring proper use and custody in line with administrative procedures.
• Draft high-quality letters, memos, briefing notes, and routine responses to correspondence addressed to the MD, maintaining professionalism and confidentiality.
• Ensure a clean, well-organized, and branded office space by supervising office maintenance and cleanliness in accordance with organizational standards.
• Supervise and evaluate the performance and development of subordinate staff in the MD’s office in line with the performance management guidelines.
• Plan and coordinate the MD’s travel arrangements and logistics for visiting stakeholders, ensuring all protocols and administrative guidelines are followed.
• Track and follow up on key tasks, projects, correspondence, and events within the MD’s office, ensuring deadlines and commitments are met.
• Any other professional duties assigned.

Qualifications, Skills and Experience:

• Bachelor’s degree in Business Administration, Office and Information Management, Communication, or a related field.
• At least 5 years of relevant experience in a senior executive support role, preferably in the insurance or financial services sector.
• Professional certification in Secretarial Practice, Executive Office Management, or Project Management is an added advantage.

Job skills and abilities.

• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
• High Computer literacy and presentation skills.
• Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors
• Expert level written and verbal communication skills
• Demonstrated proactive approaches to problem-solving with strong decision-making capability
• Emotional maturity
• Highly resourceful team-player, with the ability to also be extremely effective independently
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment.
• Forward looking thinker, who actively seeks opportunities.
• A knowledge of standard software packages and the ability to learn company-specific software if required

How to Apply:

If you have the aforementioned professional and academic qualifications and you are ready to execute the above mandate, kindly send your resume to the email address below indicating on the subject of your email the job title.

Strictly apply through email:  vacancy@nic.co.ug

Deadline: 31st May 2025

NB: Please note that only short-listed candidates will be contacted.