Executive Secretary

About the role

A client in the healthcare and hospital services industry, based in Dar es Salaam, is looking for an Executive Secretary to give high-level administrative and organisational support to the CEO and the Top Management Team. The role covers calendar management, meeting coordination, report writing, correspondence and support for strategic projects, in a fast-paced environment where discretion and confidentiality are essential.

Key responsibilities

• Manage calendars, schedule meetings, arrange travel and prepare agendas and minutes
• Act as a liaison between top management and partners, suppliers, vendors and donors
• Draft, proofread and prepare correspondence, reports and presentations
• Maintain organised records and files while keeping sensitive information confidential
• Support weekly, monthly, quarterly and annual reports and presentations
• Assist in project coordination, monitoring progress and tracking outcomes
• Handle procurement of office supplies, invoices and basic book-keeping
• Oversee the flow of internal memos and external communications
• Support event logistics and other administrative tasks as assigned

Required profile

• Bachelor's degree in Business Administration, Office Management, Healthcare Administration, Public Health or a related field
• At least 7 years of proven experience in executive or administrative support, preferably in a healthcare or hospital setting
• Strong organisation, multitasking and time-management skills, with the ability to prioritise under pressure
• Excellent written and verbal communication, attention to detail and discretion with confidential information
• Proactive, resourceful and able to work independently and collaboratively

Required skills

• Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint)
• Familiarity with ERP or hospital management systems
• Knowledge of labour laws and healthcare compliance requirements
• Basic accounting or budget management knowledge is an added advantage