Logistics & Executive Assistant To The CEO

Job Summary

The Front Office, Logistics & Executive Assistant to the CEO manages front-desk client relations, coordinates core organizational logistics, and drives administrative tasks for the executive office and Isano Tour and Travel Agency. Key daily duties include filtering executive correspondence, optimizing the CEO's calendar, coordinating logistics for events and field movements, negotiating service agreements with hospitality vendors, building custom travel itineraries, and drafting financial quotations and invoices.

Required Education

• Minimum Required: Advanced Diploma or Bachelor’s degree from a recognized institution in Tourism, Tour and Travel Operations, Hospitality Management, Business Administration, Logistics, International Relations, or a related professional field.

Required Experience Parameters

• Industrial Experience Advantage: Prior verified professional experience operating within front office operations, guest reception desks, executive administrative support, event logistics coordination, or commercial travel booking offices.
• Linguistic Requirements: Complete operational fluency in both English and French is mandatory. Candidates must demonstrate professional written and verbal mastery in both languages to handle international donor letters, corporate emails, and diverse tourist inquiries.
• Travel Sector Competency: Practical familiarity with the East African tourism landscape, reservation frameworks, and general itinerary building blocks is highly advantageous.
• Technical Tooling Literacy: Advanced proficiency handling Microsoft Office (Word, Excel, PowerPoint) and Google Workspace (Docs, Sheets, Drive, Calendar) for maintaining file storage systems and tracking data logs.

Key Responsibilities

1. Executive Administrative Assistance & Calendar Optimization (30%)

• Protect the CEO’s Schedule: Serve as the primary gatekeeper for the Chief Executive Officer, coordinating internal and external meeting requests, balancing appointments, and managing daily timelines.
• Draft Executive Documents: Prepare professional background files, briefing notes, official letters, and presentations for the CEO prior to key stakeholder engagements.
• Track Action Items: Monitor assignment deadlines across internal departments, following up on critical tasks issued by the executive office to ensure completion.
• Manage Communications: Handle high-level incoming phone calls, corporate emails, and strategic mail, highlighting urgent items requiring immediate executive review.

2. Front Office Governance & Corporate Representation (25%)

• Coordinate the Reception Desk: Manage the reception environment, greeting incoming visitors, international clients, institutional partners, and community members professionally.
• Direct Corporate Correspondence: Route general phone inquiries, client messages, and standard mail deliveries to the correct internal divisions.
• Provide Customer Service: Offer clear, friendly information regarding EPO's social initiatives and Isano Tour's available travel packages to walk-in clients and stakeholders.
• Secure Data Privacy: Maintain strict confidentiality regarding internal executive strategies, donor records, personnel files, and financial project data.

3. Comprehensive Logistics Coordination & Event Staging (25%)

• Map Resource Logistics: Coordinate travel itineraries, field vehicle locations, and supply delivery schedules to support regional program initiatives.
• Plan Corporate Events: Organize the logistics for internal workshops, community outreach programs, board meetings, and donor receptions.
• Secure Partner Contracts: Negotiate operational terms, bulk room rates, and service agreements with regional hotels, transportation providers, and equipment suppliers.
• Manage Asset Inventories: Monitor office supply volumes, coordinate maintenance runs for office electronics, and oversee the distribution of logistics resources.

4. Isano Tour Operations & Travel Architecture (20%)

• Architect Travel Itineraries: Build custom travel itineraries, vacation routes, and booking profiles tailored to specific customer preferences.
• Process Financial Records: Author clear project quotations, travel booking confirmations, customer invoices, and basic financial logs for travel services.
• Coordinate Field Guides: Assign regional tour guides, book park permits, and secure vehicle rentals to ensure smooth travel days for international tour groups.
• Maintain Documentation Systems: Organize paper files and secure cloud tracking repositories to ensure all client data, past invoices, and vendor agreements are easily retrievable.

Core Competencies & Skills

• Rapid Multitasking: Proven ability to balance front-desk duties, executive schedules, and sudden travel logistics requests simultaneously without losing focus.
• Clear Interpersonal Skills: Polished, professional communication style capable of building trusted relationships with rural communities, corporate vendors, and foreign travelers alike.
• Meticulous Attention to Detail: High accuracy when tracking flight data, typing billing details, and organizing financial rows within spreadsheet logs.
• Collaborative Team Focus: Strong interpersonal skills that support cross-department workflows, collaborating effectively with program coordinators, finance teams, and field guides.
• Independent Problem-Solving: A self-directed operator who can resolve unexpected travel delays or scheduling conflicts independently.

Skills Required:

• Hotel / Tourism
• Logistics / Supply / Chain
• Sales / Marketing / Business / Management