Shagasha Tea Company Ltd is one of Rwanda’s leading tea producers, located in the lush and fertile highlands of Rusizi District, Western Province. The company is dedicated to the cultivation, processing, and marketing of high-quality tea for both local and international markets, is seeking to recruit dynamic, self-motivated, and qualified individuals to fill the following vacant position:

Job Purpose:

The Office Assistant to the Head of Company provides high-level administrative, secretarial, and organizational support to ensure the efficient operation of the Head of company’s office. The role involves managing schedules, correspondence, office coordination, and acting as a key point of contact between the Head of company and internal/external stakeholders.

Responsibilities or duties

1. Administrative & Secretarial support

• Provide comprehensive secretarial support to the Head of company, including typing, filing, photocopying, scanning, and document preparation.
• Manage incoming and outgoing correspondence (emails, letters, phone calls) on behalf of the Company.
• Draft routine letters, memos, reports, and presentations as directed.
• Maintain accurate and up-to-date filing systems (both physical and electronic).

2. Office management

• Manage the Head of company’s calendar, including scheduling meetings, appointments, and travel arrangements.
• Coordinate meetings by preparing agendas, organizing meeting rooms, and ensuring availability of required materials.
• Ensure the Head of company’s office always runs smoothly and professionally.

3. Communication & coordination

• Serve as the first point of contact for the Head of company’s office.
• Liaise with department heads, staff, board members, suppliers, and external partners as required.
• Ensure timely flow of information between the Head of company and relevant stakeholders.
• Handle sensitive and confidential information with the highest level of discretion.

4. Records, reports & documentation

• Maintain records of decisions, correspondence, and official documents from the Company’s management office.
• Assist in compiling management reports, performance summaries, and briefing documents.
• Track deadlines, key actions, and follow-ups related to the Head of company’s directives.

5. General office support

• Support coordination of company events, board meetings, and official visits.
• Assist with special assignments and projects as delegated by the Head of company
• Uphold company policies, procedures, and professional standards within the Head of company’s office.

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

Qualifications

• Bachelor’s degree in business administration, Office management, Secretarial studies, or a related field.

Experience needed

Experience

• Minimum of 2–3 years’ experience in a similar administrative or secretarial role, preferably supporting senior management.

Skills & Competencies

• Excellent written and verbal communication skills in English and Kinyarwanda
• Strong organizational and time-management abilities.
• High level of confidentiality, high integrity, and professionalism.
• Proficiency in Microsoft office applications (Word, Excel, PowerPoint, Outlook).
• Ability to multitask, prioritize work, and meet deadlines with minimal supervision.
• Strong interpersonal skills and ability to work with diverse stakeholders.

Working Relationships

• Internal: Managing Director, Senior management team, Department heads, Staff
• External: suppliers, business partners, Government officials, Visitors

Any other provided details (e.g., benefits, work environment, team info, or additional notes)

Note: Only shortlisted candidates will be contacted.

• Provide comprehensive secretarial support to the Head of company, including typing, filing, photocopying, scanning, and document preparation.
• Manage incoming and outgoing correspondence (emails, letters, phone calls) on behalf of the Company.
• Draft routine letters, memos, reports, and presentations as directed.
• Maintain accurate and up-to-date filing systems (both physical and electronic).
• Manage the Head of company’s calendar, including scheduling meetings, appointments, and travel arrangements.
• Coordinate meetings by preparing agendas, organizing meeting rooms, and ensuring availability of required materials.
• Ensure the Head of company’s office always runs smoothly and professionally.
• Serve as the first point of contact for the Head of company’s office.
• Liaise with department heads, staff, board members, suppliers, and external partners as required.
• Ensure timely flow of information between the Head of company and relevant stakeholders.
• Handle sensitive and confidential information with the highest level of discretion.
• Maintain records of decisions, correspondence, and official documents from the Company’s management office.
• Assist in compiling management reports, performance summaries, and briefing documents.
• Track deadlines, key actions, and follow-ups related to the Head of company’s directives.
• Support coordination of company events, board meetings, and official visits.
• Assist with special assignments and projects as delegated by the Head of company
• Uphold company policies, procedures, and professional standards within the Head of company’s office.

• Excellent written and verbal communication skills in English and Kinyarwanda
• Strong organizational and time-management abilities.
• High level of confidentiality, high integrity, and professionalism.
• Proficiency in Microsoft office applications (Word, Excel, PowerPoint, Outlook).
• Ability to multitask, prioritize work, and meet deadlines with minimal supervision.
• Strong interpersonal skills and ability to work with diverse stakeholders.

• Bachelor’s degree in business administration, Office management, Secretarial studies, or a related field.