Executive Assistant

JOB VACANCY ANNOUNCEMENT

QA Venue Solutions Rwanda is a private company legally registered in Rwanda with expertise to manage and commercialize sports and entertainment venues across Africa. We are committed to delivering world-class event experiences and operational excellence across our portfolio.

We are currently seeking qualified, dynamic, and results-oriented individuals to fill the following position: 

JOB TITLE: Executive Assistant (2)

REPORTING TO: The Country director and Managing Director

Duties and Key responsibilities (not exhaustive)

Scope of the Job

The Executive Assistant (EA) will provide high-level administrative support to the Management at QA VENUE SOLUTIONS RWANDA, this role is pivotal in ensuring smooth operations by managing schedules, organizing events, and facilitating communication between executives, internal teams, and external stakeholders. The ideal candidate will be proactive, detail-oriented, and able to manage multiple tasks efficiently in a fast-paced and dynamic environment, with a passion for sports and entertainment.

Executive Support:

• Provide comprehensive administrative support to the Country Director and Managing Director, including calendar management, scheduling meetings, and handling correspondence.

• Prepare and edit correspondence, presentations, reports, and other documents as needed.

• Coordinate and manage executive travel arrangements, including flights, accommodations, and transportation for both domestic and international travel.

• Organize and manage meetings, including preparing agendas, taking minutes, and following up on action items.

Event Coordination:

• Plan and coordinate executive events, including board meetings, conferences, client events, and internal team gatherings.

• Support the logistics for major sporting or entertainment events hosted at the venues, including assisting with event-specific administrative tasks, guest lists, and coordination with partners/investors

• Collaborate with the event planning and operations team to ensure seamless execution of events.

Communication & Liaison:

• Serve as a liaison between executives and internal/external stakeholders, ensuring clear communication and timely follow-up on important matters.

• Manage phone calls, emails, and other communications, responding on behalf of the executives when appropriate, or directing inquiries to the relevant team members.

• Maintain a positive relationship with key clients, sponsors, vendors, and partners, ensuring professional communication and representing the company’s values.

• Calendar & Schedule Management:

• Proactively manage executives' calendars, ensuring all meetings, appointments, and deadlines are met.

• · Coordinate the scheduling of events, travel, and other time-sensitive appointments while optimizing the executive’s time and priorities.

• Assist with the prioritization of tasks and meetings based on the company’s strategic goals and objectives.

Project Management & Administrative Support:

• Assist in the management and coordination of special projects or initiatives, such as venue development projects, marketing campaigns, or new sponsorship agreements.

• Handle research, data collection, and preparation of reports or materials for strategic decision-making.

• Organize and maintain digital and physical filing systems for important documents, including contracts, agreements, and company records.

Budget & Expense Management:

• Manage executive-related expenses, including handling expense reports and ensuring that expenses comply with company policies.

• Assist with the preparation of budgets for events, travel, and operational costs, ensuring that expenditure aligns with approved budgets.

• Monitor and track any expenditure related to the executive’s activities.

Confidentiality & Discretion:

• Handle sensitive and confidential information with the utmost discretion and professionalism.

• Act as a trusted gatekeeper for executive communications, ensuring appropriate confidentiality and security for internal and external matters.

Continuous Improvement:

• Proactively identify areas for process improvement and implement efficient practices for administrative operations.

• Stay updated on industry trends, company developments, and best practices in event management, hospitality, and venue operations to provide value to the executives and team.

Required Education and Qualifications

• Education: Bachelor’s degree in business administration, communications, or a related field. Relevant certifications or training in event management or project management are a plus.

• Experience: Minimum of 5 years of experience as an executive assistant or in a similar administrative role, preferably in the sports, entertainment, or hospitality sectors.

Skills

• Strong organizational and time-management skills, with the ability to prioritize multiple tasks and deadlines in a fast-paced environment.

• Excellent verbal and written communication skills, with an ability to interact professionally with senior leadership, clients, and stakeholders.

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with project management tools or CRM software.

• Ability to maintain confidentiality and exercise discretion in handling sensitive information.

• A proactive, can-do attitude with excellent problem-solving and multitasking abilities.

• Strong attention to detail and accuracy in all aspects of the role.

• Fluency in English, French, and Kinyarwanda, both written and spoken

Personal Attributes:

• Exceptional interpersonal skills with the ability to build relationships and work collaboratively with diverse teams.

• Ability to work independently and take initiative, with a high degree of self-motivation and drive.

• Passion for sports and entertainment, with a solid understanding of the unique aspects of managing and commercializing venues.

Applications must include the following documents:

• Application cover letter addressed to the Country director and managing director- QA Venue Solutions-Rwanda

• Curriculum vitae including your personal details, education level and any experience

• Name, address and telephone numbers of three (3) references

• Deadline: 30th May 2025

Please note that only candidates with the needed qualifications and relevant experience will be shortlisted.

Done at Kigali, May 2025