Personal Assistant to the CEO

About the role

A client of Shugulika Africa Limited is looking for a highly organized, proactive and professional Personal Assistant to Senior Leadership in Arusha. The PA provides administrative, coordination and executive support to the senior leadership team, covering calendar management, meeting coordination, stakeholder follow-ups, documentation, compliance tracking, expatriate documentation, immigration liaison and travel coordination. The role demands discretion, strong organisation and the ability to handle many priorities in a fast-paced environment.

Key responsibilities

• Manage and maintain executive calendars, appointments, meetings and travel schedules
• Coordinate internal and external meetings, including agendas, venues and meeting materials
• Attend meetings and record minutes, action points and follow-ups
• Track action items, pending decisions and commitments across departments and stakeholders
• Prepare weekly follow-up and status reports for senior leadership
• Maintain secure physical and digital filing systems for executive and company documents
• Prepare, proofread and manage executive correspondence, reports, presentations and official documents
• Monitor statutory compliance deadlines and keep records of submissions, licenses, contracts and regulatory correspondence
• Handle expatriate documentation (work permits, resident permits, visas), liaise with immigration authorities and track renewal timelines
• Support expatriate onboarding and relocation documentation
• Coordinate travel arrangements, expense tracking and travel reporting
• Provide administrative and logistical support for executive and board-level engagements

Required profile

• Bachelor's degree in Business Administration, Office Management, Public Administration, Secretarial Studies or a related field; a master's degree or additional professional qualifications are an added advantage
• Minimum 5-7 years of experience as a Personal Assistant, Executive Assistant or Senior Administrator supporting senior leadership or C-suite executives
• Experience in corporate, mining, manufacturing or agri-business environments is highly preferred
• Proven experience managing expatriate documentation, immigration processes and executive travel coordination
• Strong understanding of statutory compliance tracking and regulatory documentation
• High level of discretion, professionalism and confidentiality

Required skills

• Excellent organisational, multitasking and time-management skills
• Strong written and verbal English; proficiency in Kiswahili is an added advantage
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
• Ability to work under pressure, with minimal supervision, in a fast-paced environment