Executive Assistant at People Project Co. – Dar es Salaam

About People Project Co.

People Project Co. is recruiting on behalf of a well-established and diversified organisation for an experienced and highly professional Executive Assistant to provide dedicated support to the Group Director.

The role involves managing executive priorities, schedules, meetings, correspondence, travel arrangements, management reporting, confidential information, and key business actions. The successful candidate will work closely with senior leadership and multiple business functions to ensure effective coordination, timely follow-up, and seamless communication across the organisation.

Job Title: Executive Assistant

Location: Dar es Salaam, Tanzania

Education

• Bachelor’s Degree in any discipline.
• A qualification in Secretarial Studies, Executive Assistance, Business Administration, Management, or a related field will be an advantage.

Experience

• 10–15 years of relevant professional experience, preferably in a senior Executive Assistant, Personal Assistant, Executive Secretary, Office Administration, or management coordination role.
• Experience supporting senior executives or directors in a structured, fast-paced organisation is highly desirable.
• Previous experience in logistics, freight forwarding, shipping, transportation, supply chain, distribution, or a related industry is highly desirable.
• Strong proficiency in Microsoft Office Suite, particularly Word, PowerPoint, Outlook, and Excel.

Competencies

• Strong report preparation and data consolidation skills.
• Excellent written and verbal English communication skills.
• Strong organisational and time-management abilities.
• Excellent coordination, follow-up, and stakeholder management skills.
• Ability to manage multiple priorities in a fast-paced operational environment.
• Strong attention to detail and problem-solving ability.
• Ability to work independently and exercise sound judgement.
• High level of confidentiality, integrity, discretion, and professionalism.
• Highly organised and structured.
• Proactive and hands-on approach.
• Commercially aware and business-oriented.
• Confident communicating with senior management and external stakeholders.
• Calm and effective under pressure.
• Flexible and adaptable to changing operational priorities.

Job Description

Role Purpose

People Project is recruiting on behalf of its client for an experienced Executive Assistant to provide dedicated support to the Group Director.

The Executive Assistant will play a critical role in supporting the Group Director in managing:

• Executive priorities
• Schedules
• Meetings
• Correspondence
• Travel
• Management reporting
• Confidential information
• Key business actions

The role will work closely with senior leadership and multiple business functions, ensuring effective coordination, timely follow-up, and seamless communication across the organisation.

The ideal candidate will have current or recent experience working directly with a Group Director, CEO, Chairman, or equivalent senior executive within a large and diversified business group, with the maturity, discretion, and business acumen required to operate at this level.

General Responsibilities

1. Executive Support

• Provide dedicated and high-level executive support to the Group Director.
• Manage the Group Director’s calendar, appointments, meetings, priorities, and commitments.
• Coordinate and prioritise multiple requests, ensuring critical matters receive timely attention.
• Prepare meeting agendas, briefing notes, presentations, reports, correspondence, and other executive documents.
• Maintain a structured system for monitoring key decisions, commitments, deadlines, and follow-up actions.
• Anticipate the Group Director’s requirements and proactively provide the necessary information and support.

2. Senior Management & Business Coordination

• Act as a key coordination point between the Group Director, senior management, business units, and corporate functions.
• Coordinate information and reports from various departments and operational units for management review.
• Consolidate daily, weekly, and monthly reports and management information.
• Follow up with department heads and senior managers on outstanding actions, reports, and management directives.
• Support the Group Director in preparing for management meetings, business reviews, strategic discussions, and stakeholder engagements.
• Ensure agreed decisions and actions are communicated and followed through effectively.

3. Mining & Compliance Coordination

• Coordinate and follow up on information relating to regulatory and compliance matters relevant to the Group’s mining and operational activities.
• Liaise with relevant internal departments and external stakeholders regarding compliance documentation, regulatory requirements, permits, licences, submissions, and related matters.
• Maintain appropriate records and trackers for key compliance-related activities and deadlines.
• Support the Group Director with the preparation and coordination of information required for regulatory, government, and compliance engagements.
• Monitor outstanding compliance actions and escalate critical matters requiring management attention.
• Maintain confidentiality when handling sensitive regulatory, legal, operational, and corporate information.

4. Management Reporting & Advanced Excel

• Collect, consolidate, review, and organise management information from multiple departments and business units.
• Prepare executive dashboards, reports, trackers, schedules, and presentations.
• Utilise Advanced Excel to analyse and present management and operational information.
• Ensure reports submitted to the Group Director are accurate, timely, complete, and professionally presented.
• Track key business actions, deadlines, operational matters, and management priorities.

5. Meetings & Stakeholder Management

• Coordinate meetings involving the Group Director, Board/Senior Management, government authorities, regulators, consultants, contractors, suppliers, investors, business partners, and other stakeholders.
• Prepare relevant documentation and briefing materials ahead of meetings.
• Record and circulate minutes and action points where required.
• Follow up with responsible stakeholders to ensure agreed actions are completed within required timelines.
• Maintain professional relationships and communication with senior internal and external stakeholders.

6. Travel & Logistics

• Coordinate domestic and international travel arrangements for the Group Director and senior management as required.
• Manage flights, accommodation, transportation, itineraries, meetings, and related logistics.
• Coordinate travel requirements associated with mine/site visits, business meetings, conferences, government engagements, and international travel.
• Ensure all travel arrangements and supporting documentation are organised and maintained.

7. Confidentiality & Executive Office Management

• Handle highly confidential corporate, commercial, financial, operational, employee, and management information with absolute discretion.
• Maintain secure and organised executive records and documentation.
• Manage sensitive correspondence and communications on behalf of the Group Director where required.
• Exercise sound judgement regarding the escalation, distribution, and handling of sensitive information.
• Represent the Executive Office with professionalism, maturity, and integrity at all times.

How to Apply

Interested candidates who meet the above requirements should submit their CV and cover letter through the People Project careers page:

CLICK/TAP HERE TO APPLY:

Note: Only shortlisted candidates will be contacted.