Vacancy title:
Dispatch Officer – Service Scheduling

[Type: FULL_TIME, Industry: Professional Services, Category: Admin & Office]

Jobs at:
Virtus Global Security Company Limited

Deadline of this Job:
Saturday, September 20 2025

Duty Station:
Uganda | Kampala | Uganda

Summary
Date Posted: Wednesday, September 17 2025, Base Salary: Not Disclosed

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JOB DETAILS:

We are seeking a highly organised, proactive, and detail-oriented individual to serve as a Personal Assistant. As the right-hand person to a senior management officer, you will be responsible for providing comprehensive administrative and operational support, enabling the designated senior management officer to focus on strategic initiatives and core responsibilities. This role requires exceptional multitasking abilities, excellent communication skills, and the utmost discretion in handling confidential information.

Responsibilities:

1. Calendar and Schedule Management:
   • Manage the designated official’s calendar, schedule appointments, meetings, and travel arrangements.
   • Coordinate and prioritise meeting requests, ensuring efficient use of the designated official's time.
   • Prepare meeting agendas, materials, and minutes as required.
2. Communication and Correspondence:
   • Serve as the primary point of contact for internal and external stakeholders, maintaining a professional and courteous demeanour.
   • Screen and manage incoming calls, emails, and correspondence, redirecting or responding as appropriate.
   • Draft and proofread emails, letters, reports, and other documents on behalf of the designated official.
3. Information Management:
   • Maintain an organised filing system for documents, reports, and other relevant materials.
   • Conduct research, compile information, and prepare briefing materials for meetings and presentations.
4. Travel and Event Coordination:
   • Arrange domestic and international travel logistics, including flights, accommodations, and ground transportation.
   • Coordinate and manage logistics for meetings, conferences, and events, both on-site and off-site.
   • Prepare itineraries, agendas, and necessary documentation for travel and events.
5. Project Support:
   • Collaborate with cross-functional teams to support the execution of strategic initiatives and projects.
   • Track project milestones, deadlines, and deliverables, providing regular updates to the designated official.
   • Prepare presentations, reports, and summaries for meetings, highlighting key insights and recommendations.

Key Performance Indicators:

• Task Completion Rate: Measures the percentage of tasks assigned to the personal assistant that are completed within the specified timeframe.
• Time Management: Assesses the personal assistant's ability to effectively manage their time and prioritise tasks, ensuring deadlines are met and conflicts are minimised.
• Communication Effectiveness: Evaluates the personal assistant's communication skills, including their ability to convey information clearly, listen actively, and respond promptly to inquiries or requests.
• Calendar Management: Measures the accuracy and efficiency of the personal assistant in scheduling appointments, organising meetings, and managing the principal's calendar.
• Problem-Solving: Assesses the personal assistant's capability to identify and resolve issues or challenges proactively and independently.
• Confidentiality and Discretion: Evaluates the personal assistant's adherence to confidentiality protocols and their ability to handle sensitive information with discretion and professionalism.
• Accuracy and Attention to Detail: Measures the personal assistant's precision and thoroughness in completing tasks, maintaining accurate records, and preparing documents or reports.
• Initiative and Proactivity: Assesses the personal assistant's willingness to take initiative, anticipate needs, and go beyond assigned responsibilities to support the principal or improve workflows.
• Relationship Building: Evaluates the personal assistant's ability to establish and maintain positive working relationships with colleagues, clients, and other stakeholders.

Qualifications:

• Bachelor's degree in business administration, management, or a related field (preferred).
• Excellent organisational and time management skills, with the ability to prioritise tasks effectively.
• Strong written and verbal communication skills, including exceptional attention to detail.
• Proficiency in using productivity tools such as Microsoft Office Suite and calendar management software.
• Ability to handle confidential information with discretion and maintain a high level of professionalism.
• Proactive mindset with the ability to anticipate needs and act independently.
• Strong problem-solving skills and the ability to adapt to changing priorities.
• Ability to work in a fast-paced environment and handle multiple tasks simultaneously.

Work Hours: 8

Experience in Months: 12

Level of Education: bachelor degree

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