Executive Assistant to the Director

About the Role

Supporting a Director of a fast-growing hospitality and tourism group in Tanzania, currently mid-way through a major hotel launch and two renovations. The role is fast-paced and reactive by nature — this is not a conventional 9-to-5 admin position. This role requires genuine flexibility beyond standard office hours.

Key Responsibilities

Communication & Coordination

Serve as the primary point of contact across WhatsApp and email, staying on top of high message volume across multiple groups
Proactively flag urgent matters (guest incidents, maintenance emergencies, etc.) before being asked
Maintain a dedicated assistant email for formal correspondence (HOD reports, external parties)
Ensure communication flows consistently across WhatsApp, email, and meetings — no channel becomes a blind spot

Meetings & Follow-Up

Attend meetings to take structured notes and track action items
Represent the Director in select meetings when she’s unavailable, and report back
Follow up with consultants on active construction/renovation projects

Scheduling & Calendar

Build and maintain a clean, organized calendar
Run daily morning/evening check-ins collaboratively — confirming the Director’s existing commitments before finalizing a day’s plan
Track recurring commitments and flag time-sensitive prep in advance

Team & Project Oversight

Monitor Managers on Duty (MODs) across properties for responsiveness and follow-through
Track outstanding items from project meetings and escalate as needed
Conduct site visits 1–2 times per month
Build and maintain strong working relationships with HODs, managers, and staff — approachable and respectful, while confident enough to follow up firmly and hold people accountable

Travel & Personal Logistics

Manage all work-related travel arrangements — flights, accommodation, ground transport — coordinated around the Director’s project and meeting schedule
Manage personal travel arrangements separately, keeping work and personal travel clearly distinguished
Coordinate the Director’s children’s school calendar, including term dates, holidays, and drop-off/pick-up logistics
Handle full travel preparation: ticket purchases, visa applications, and passport applications/renewals — tracking validity and lead times well in advance

Documents & Admin

Track and manage items awaiting the Director’s approval across departments (budgets, designs, payments), ensuring nothing sits pending without visibility
Ensure invoices and documents requiring sign-off reach her in time for scheduled payment processing days
Track documents requiring physical signature and manage their handling while the Director is traveling
Maintain organized records of approvals and follow-up items
Maintain clear, up-to-date trackers across projects, approvals, deadlines, and outstanding matters so nothing gets lost

Key Competencies

Fast, consistent communication — able to match a high-paced, reactive work environment
Strong initiative — identifies pending matters, gaps, and potential problems before being asked, and brings recommended next steps rather than just flagging issues
Collaborative planning style
High discretion and confidentiality
Comfortable representing the Director in professional settings
Solid organizational systems-thinking — able to build and maintain structure independently
Basic tech proficiency (Zoom, WhatsApp, general note-taking/document tools)
Excellent interpersonal skills and emotional maturity — respectful and approachable, yet confident enough to follow up firmly and hold people accountable, without creating friction or overstepping
High attention to detail — this role carries real consequences for small errors
Demonstrated track record of sound judgment — working independently while knowing when something needs to be raised rather than handled directly

Relevant Experience

Prior experience as an Executive Assistant to a senior executive, director, or business owner
Experience coordinating multiple external stakeholders (contractors, vendors, or similar)
Hospitality/tourism industry exposure is an advantage, though not required — training available
Based in Tanzania, with availability for regular travel between properties and project sites as required

Working Arrangement

Primarily in-person, based in Tanzania — includes regular travel between properties and project sites
Site visits and travel required as outlined above

How to Apply

TAP / CLICK HERE TO APPLY

Applications close Thursday, 24th September 2026. Only shortlisted candidates will be contacted.

To apply for this job please visit docs.google.com.

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