Executive Assistant Featured

·         None

The Executive Assistant will support the National Director in managing daily operations, communications, scheduling, and administrative functions. The role ensures smooth coordination of Board, SMT, and other strategic meetings with strategic partners and stakeholders. It requires a highly professional, organized, and proactive individual with excellent communication and time management skills.

Executive & Administrative Support

• Manage the ND’s calendar, schedule appointments, and coordinate travel logistics.
• Draft, format, and manage correspondence, reports, and briefing materials.
• Screen and prioritize emails, calls, and inquiries addressed to the ND.
• Support the ND in external engagements and follow-ups.

Meeting & Event Coordination

• Schedule and organize SMT and Board meetings; prepare agendas and record minutes.
• Coordinate logistics for internal and external meetings.
• Maintain confidential files and official records.
• Track SMT deliverables and follow-up on deadlines and action points.

Board & SMT Liaison

• Serve as administrative liaison to the Board of Directors.
• Organize regular Board committee meetings and quarterly Board meetings, travel, accommodations, and related logistics.
• Compile and distribute Board documents, and maintain Board files and calendars.
• Prepare presentation materials and reports for SMT and Board sessions.

Communication & Information Management

• Communicate professionally on behalf of the ND with staff, partners, and external stakeholders.
• Ensure timely dissemination of information and updates from the ND’s office.
• Maintain both digital and physical filing systems for secure document access.
• Manage the ND’s online platforms and act as social media handler when requested.
• Provide administrative support on other strategic assignments as required.

Well-managed ND schedule and timely communications.

Accurate and organized meeting documentation and logistics.

Consistent follow-up on SMT and Board action items.

Professional engagement with staff, Board, and external partners.

Maintained confidentiality and ethical behavior in all duties.

(Education, and Experience – briefly describe the minimum education and/or experience required)

Required Knowledge & Expertise

(Competencies and other specifics related to this role and level required)

·         Education: Bachelor’s Degree in Business Administration, Office Management, Hospitality, or related field.

·         Years of Related Experience: Minimum of 3 years in a similar executive support role in a reputable organization.

Qualifications:

Preferred – in addition to minimum:

·         Experience working with executive leadership and Boards.

·         Previous exposure to non-profit or donor-funded environments.

Required Knowledge & Expertise

• Strong organizational, interpersonal, and communication skills.
• Proficiency in Microsoft Office and digital collaboration tools.
• Detail-oriented with excellent writing, reporting, and presentation abilities.
• High level of professionalism, discretion, and integrity.
• Ability to work independently and manage multiple priorities under pressure.
• Ability to act with a high level of confidentiality at all times.

o   Humility – We are part of something bigger than ourselves.

o   Courage – We do what’s right, even when it is difficult or unpopular.

o   Accountability – We take personal responsibility for Habitat’s mission.

·         Safeguarding: HFHU requires that all employees take seriously their ethical responsibilities to safeguarding our intended beneficiaries, their communities, and all those with whom we work.  Managers at all levels have responsibilities to support and develop systems that create and maintain an environment that prevents harassment, sexual exploitation and abuse, safeguards the rights of beneficiaries and community members (especially children), and promotes the implementation of Habitat for Humanity’s Code of Conduct.

Supports the National Director in ensuring the efficient functioning of the Executive Office, with regular interaction with SMT, Board members, and external partners, contributing to the overall leadership effectiveness of HFHU

Problem Complexity, Planning and Policy level impact

·         Uses existing procedures to manage administrative tasks, logistics, and documentation. Supports planning and coordination for strategic decision-making forums.

Influencing/People Leadership –

·         Internal – Liaises with HFHU staff, SMT, and Board members.

·         External – Engages with visitors, donors, and partners on behalf of the ND.

·         Leadership – No direct supervisory role but expected to demonstrate strategic judgment, integrity, and discretion.

·         40 hours of work per week, with one hour lunch break and 2 health breaks on 20 minutes each in a day.

 Location:

·         This position is based at the National Office in Kampala, Uganda.

Travel Expectations:  Occasional domestic travel as required to support events or accompany ND.

Will the individual in this role typically work with children or HFH beneficiaries (Yes).