Ecofleet Solutions Ltd is seeking competent, self-motivated, and results-oriented individuals to join its team across various departments and roles. A skilled and solution-driven workforce is essential to supporting Ecofleet’s vision of delivering efficient, reliable, and commuter-friendly public transport services in Kigali. By fostering talent that aligns with innovation, operational excellence, and sustainability, Ecofleet ensures its services remain responsive, resilient, and future-ready.

Responsibilities or duties

The Executive & Administrative Assistant provides high-level administrative support to the CEO, ensuring efficient office coordination, scheduling, correspondence management, and preparatory analysis to support executive decision-making. The role also includes basic financial and operational data review, helping the CEO interpret reports, audit findings, and key business metrics.

Scope of the Role

• Manage CEO’s schedule, communications, and daily office operations.
• Prepare briefings, reports, and presentations, including financial or operational summaries for decision-making.
• Conduct pre-analysis and research to support executive initiatives.
• Coordinate meetings, events, and stakeholder engagements.
• Assist with follow-up on audit or financial action items where required.

Key Responsibilities

• Maintain calendar, appointments, and travel arrangements for the CEO.
• Draft emails, reports, and presentations, summarizing key financial and operational information as needed.
• Conduct pre-analysis and research to support CEO decisions, including reviewing accounting, audit, or operational reports for insights.
• Coordinate internal and external communications and correspondence.
• Organize and follow up on meetings, ensuring financial or operational action items are tracked.
• Support office logistics, filing systems, and documentation management.

Indicators of Success

• Efficient and well-organized executive office operations.
• Timely preparation of accurate briefings, reports, and correspondence.
• Smooth coordination of meetings, events, and executive priorities.
• CEO receives actionable insights from summaries of financial, operational, and audit reports.

Working Relationships

Internal

• CEO: Direct support for all administrative, reporting, and preparatory tasks.
• Executive Team & Staff: Coordinate schedules, communications, and reporting.

External

• Stakeholders, partners, and vendors: Manage executive-facing interactions.

Qualifications or requirements (e.g., education, skills)

Core Competencies & Skills

• Strong organizational, planning, and multitasking skills.
• Excellent written and verbal communication abilities.
• Discretion, integrity, and confidentiality.
• Analytical mindset and ability to interpret basic financial or operational data.
• Proficiency in MS Office and digital collaboration tools.

Values & Cultural Fit

• Commitment to Ecofleet’s mission and executive support excellence.
• Proactive, detail-oriented, and solution-driven approach.
• Integrity, discretion, and teamwork.
• Interest in learning and supporting financial, operational, and audit processes.

Qualifications & Experience

Minimum:

• Bachelor’s degree in Business Administration, Management, Accounting, Finance, or related field.
• 3–5 years of administrative experience providing high-level executive, including exposure to financial reporting, accounting, or audit processes.

Preferred:

• Experience supporting C-level executives in complex, fast-paced environments.
• Experience in preparing financial or operational summaries and assisting in audit-related follow-ups.
• Familiarity with reporting, pre-analysis, or dashboard preparation.

• Manage CEO’s schedule, communications, and daily office operations.
• Prepare briefings, reports, and presentations, including financial or operational summaries for decision-making.
• Conduct pre-analysis and research to support executive initiatives.
• Coordinate meetings, events, and stakeholder engagements.
• Assist with follow-up on audit or financial action items where required.
• Maintain calendar, appointments, and travel arrangements for the CEO.
• Draft emails, reports, and presentations, summarizing key financial and operational information as needed.
• Conduct pre-analysis and research to support CEO decisions, including reviewing accounting, audit, or operational reports for insights.
• Coordinate internal and external communications and correspondence.
• Organize and follow up on meetings, ensuring financial or operational action items are tracked.
• Support office logistics, filing systems, and documentation management.

• Strong organizational, planning, and multitasking skills.
• Excellent written and verbal communication abilities.
• Discretion, integrity, and confidentiality.
• Analytical mindset and ability to interpret basic financial or operational data.
• Proficiency in MS Office and digital collaboration tools.

• Bachelor’s degree in Business Administration, Management, Accounting, Finance, or related field.
• 3–5 years of administrative experience providing high-level executive, including exposure to financial reporting, accounting, or audit processes.
• Experience supporting C-level executives in complex, fast-paced environments.
• Experience in preparing financial or operational summaries and assisting in audit-related follow-ups.
• Familiarity with reporting, pre-analysis, or dashboard preparation.