Role Purpose:

People Project is recruiting on behalf of its client, a well-established and growing organisation in the logistics and distribution sector, seeking an experienced, highly organised, and professional Executive Assistant to provide high-level support to the Group Director in Tanzania.

The Executive Assistant will play a key role in providing high-level administrative, coordination, and operational support to the Group Director, ensuring the effective management of schedules, meetings, correspondence, reports, travel arrangements, confidential information, and key business actions. The role will serve as a central coordination point between the Group Director, management, operational teams, customers, service providers, and external stakeholders, ensuring that information is accurately consolidated, priorities are effectively communicated, and agreed actions are followed through in a timely and professional manner.

General Responsibilities:

Executive & Management Support

• Provide high-level administrative and operational support to the Group Director.
• Manage the Group Director's calendar, appointments, meetings, travel schedules, and daily priorities.
• Prepare correspondence, presentations, reports, briefing notes, meeting agendas, minutes, and other management documents.
• Monitor and follow up on decisions, commitments, and action points arising from management meetings.
• Maintain organised records and filing systems for business-critical and confidential information.
• Assist the Group Director in preparing for meetings, business reviews, client engagements, and operational discussions.

Logistics & Operational Coordination

• Coordinate information and reports from Mining, Processing/Plant, Engineering, HSE, Geology, Supply Chain, Finance, HR, and other departments.
• Consolidate daily, weekly, and monthly operational reports for management review.
• Monitor the status of key operational matters, shipments, deliveries, and customer-related actions and follow up with responsible teams where required.
• Coordinate communication between management and operational teams to ensure timely resolution of outstanding matters.
• Support the Group Director in monitoring operational priorities, service delivery issues, and key customer requirements.
• Assist in coordinating activities relating to import and export shipments, cargo movement, delivery schedules, and associated operational requirements.
• Follow up with relevant teams and service providers on delays, outstanding documentation, operational issues, and agreed corrective actions.

Customer & Stakeholder Coordination

• Coordinate meetings and communication with customers, logistics partners, shipping and freight service providers, suppliers, consultants, and other stakeholders.
• Support the Group Director in maintaining effective relationships with key customers and business partners.
• Prepare information, reports, presentations, and correspondence required for customer and stakeholder meetings.
• Coordinate follow-up on customer requirements and ensure relevant actions are communicated to the appropriate departments.
• Assist with communication involving ports, customs, regulatory authorities, and other government institutions as required.

Management Reporting & Excel

• Collect, verify, consolidate, and present operational and management information from different departments.
• Prepare regular dashboards, schedules, trackers, summaries, and management reports using Microsoft Excel and Advanced Excel.
• Analyse and organise operational data to highlight outstanding actions, delays, trends, and matters requiring management attention.
• Maintain accurate trackers for key management actions, meetings, operational issues, customer matters, and follow-ups.
• Ensure reports submitted to senior management are accurate, complete, and presented in a clear and professional format.

Meetings, Travel & Administration

• Coordinate internal and external meetings involving senior management, operational teams, customers, service providers, government authorities, and other stakeholders.
• Prepare meeting documentation and ensure action points are recorded and followed up.
• Coordinate domestic and international travel, accommodation, transportation, itineraries, and related arrangements.
• Support the organisation of business visits, customer meetings, management meetings, and other corporate engagements.
• Handle confidential correspondence and administrative matters with a high degree of discretion

Confidentiality & Professional Conduct

• Maintain strict confidentiality regarding business, commercial, operational, financial, employee, customer, and management information.
• Exercise sound judgement when handling sensitive information and communications.
• Represent the Group Director professionally when dealing with internal and external stakeholders.
• Maintain a high level of professionalism, integrity, discretion, and attention to detail at all time.

Deadline: 20th September 2026