Executive Assistant to the Managing Director

Job Summary

Our client in the Real Estate & Property Development industry is seeking a highly organized, discreet, and capable Executive Assistant to the Managing Director, Group HR & Administration to provide executive support while coordinating Human Resources and administrative functions across the Group.

The successful candidate will play a key role in protecting the Managing Director’s time, managing correspondence and documentation, following up on management decisions, coordinating external stakeholders, and ensuring HR and administrative processes are consistently implemented across the Group. The role combines high-level executive support with hands-on HR administration and offers potential for growth into a broader HR management position.

Key Responsibilities

A. Executive Support to the Managing Director

• Manage the Managing Director’s diary, organize internal meetings into agreed time windows, allow realistic travel time between factories and sites, and protect agreed personal and family commitments.
• Triage the Managing Director’s inbox, identify and flag matters requiring his attention, draft standard responses for approval, and ensure correspondence requiring action is properly followed up.
• Draft, format, and prepare professional business correspondence, letters, memos, board and shareholder resolutions, tender covering letters, job descriptions, offer letters, and internal templates.
• Maintain an action register after management and site meetings, clearly recording responsibilities and deadlines, circulating actions, and following up until each item is completed or formally deferred.
• Coordinate external professionals, including lawyers, auditors, recruitment agencies, bankers, insurers, and consultants, by scheduling meetings, collecting documentation, and following up on outstanding matters.
• Arrange domestic and international travel, including flights, accommodation, visa applications, and supporting documentation for the Managing Director and, where required, staff and family.
• Capture expenses and receipts and ensure they are accurately and promptly recorded in the accounting system, including Zoho Books.
• Attend government offices, banks, and professional offices when required for submissions, collections, and administrative follow-up.

B. Group Records, Compliance & Administration

• Establish and maintain a centralized and well-organized Group document repository for contracts, licences, leases, title documents, certificates, permits, and other important corporate records.
• Maintain and monitor the Group compliance calendar across all entities, including statutory returns and filings, annual returns, licence and permit renewals, insurance renewals, lease expiries, vehicle registrations, and inspections.
• Issue advance reminders to responsible persons regarding upcoming compliance deadlines and escalate matters that are at risk of lapsing.
• Maintain an accurate Group register of entities, directors, licences, registrations, and supporting documentation.
• Provide administrative support to the head office, including coordination of office supplies, service providers, utilities, equipment, and general office upkeep.

C. Human Resources

Recruitment & Onboarding

• Manage the end-to-end recruitment process for Group vacancies, including drafting job descriptions with hiring managers, advertising vacancies, screening applications, coordinating assessments and interviews, conducting reference checks, and preparing offer letters.
• Prepare employment contracts in the appropriate form for each employee category and ensure signed contracts are properly filed before employees commence work.
• Coordinate structured employee onboarding, including documentation, statutory registrations, induction on company policies and safety requirements, and issuance of tools, uniforms, and identification.

Employee Records & Administration

• Establish and maintain complete and confidential personnel files for employees across the Group, including contracts, identification documents, qualifications, next-of-kin information, disciplinary records, leave records, appraisals, and correspondence.
• Maintain an accurate Group headcount and establishment list by entity, department, and location.
• Administer employee leave, including entitlements, applications, approvals, balances, records, and appropriate leave planning.
• Monitor attendance and timekeeping reports from operating units and escalate persistent issues to the relevant General Manager.
• Monitor contract expiries, probation confirmations, and renewals and ensure decisions are followed up within the required timelines.

Payroll & Statutory Obligations

• Compile and verify monthly payroll inputs, including attendance, overtime, allowances, deductions, new starters, and employees leaving the organization, and submit accurate information to Accounts within the agreed timetable.
• Coordinate compliance with applicable statutory employment obligations, including PAYE, social security, workers’ compensation contributions, Skills and Development Levy, and student loan deductions where applicable.
• Maintain documentation required for inspections and audits by labour, tax, social security, and occupational safety authorities and coordinate such inspections when required.
• Administer work and residence permits for expatriate employees, monitor expiry dates, and coordinate renewal applications with the relevant authorities.

Policy, Performance & Employee Relations

• Develop, maintain, and support the implementation of the Group employee handbook and HR policies, ensuring alignment with applicable Tanzanian employment legislation and current practices.
• Administer the performance appraisal cycle, including issuing forms and schedules, following up with managers, consolidating outcomes, and maintaining appropriate records.
• Provide procedural support for disciplinary and grievance processes, including preparing appropriate notices, arranging hearings, recording minutes, and ensuring required procedures and timelines are followed.
• Coordinate employee exit processes, including resignations, terminations, final dues documentation, clearance, certificates of service, and exit interviews.
• Coordinate employee training and development activities and maintain accurate training records.
• Support health and safety administration in coordination with factory management, including record keeping for statutory medical examinations, incident reporting, and workers’ compensation claims.

D. Role Boundaries

• The role does not make operational or commercial decisions on behalf of the Managing Director, commit the Group to expenditure, or negotiate independently with suppliers, customers, or banks.
• The position does not have direct line authority over employees within the operating units. Factory and site employees remain under their respective General Managers and supervisors.
• The role provides procedural and administrative support for disciplinary matters but does not chair or determine disciplinary outcomes.
• The role prepares and verifies payroll inputs but does not approve payroll or authorize payments.

Qualifications & Requirements

• Bachelor’s Degree or Advanced Diploma in Human Resource Management, Business Administration, Public Administration, or other related field.
• Minimum 3 to 5 years of relevant experience in Executive Assistance, Human Resources, Administration, Office Management, or a related function.
• Previous experience supporting a Managing Director, CEO, senior executive, or senior management team will be a strong advantage.
• Prior experience within real estate, property development, construction, manufacturing, mining, or a similar multi-site environment will be an added advantage.
• Excellent written English is essential, with the ability to prepare professional correspondence, reports, letters, and executive-level documentation.
• Fluent spoken English and Kiswahili.
• Strong working knowledge of Microsoft Word, Excel, and Outlook, with confidence in learning and using new digital systems.
• Strong knowledge of HR administration, recruitment, onboarding, employee records, payroll inputs, performance management, and employee relations procedures.
• Good understanding of Tanzanian employment practices and statutory HR compliance requirements.
• Excellent organizational and time-management skills, with the ability to manage multiple priorities, deadlines, and follow-up actions without constant supervision.
• Strong attention to detail, particularly when handling names, figures, dates, confidential records, and formal documentation.
• High level of discretion, confidentiality, personal integrity, and professional judgement.
• Ability to communicate and follow up confidently with senior managers, employees, government offices, and external professional service providers.
• Ability to remain composed and effective in a fast-paced environment supporting senior management.
• Competence in using AI tools for professional drafting, research, documentation, and administrative productivity will be an added advantage.
• A valid driving licence will be an added advantage.
• Willingness and ability to travel regularly within Dar es Salaam and periodically to Group sites.

Deadline

21st September 2026