Executive Assistant/Operations Executive Coordinator

The London School of Hygiene & Tropical Medicine (LSHTM) is a world-leading centre for research and postgraduate education in public and global health. LSHTM’s mission is to improve health and health equity in the UK and worldwide, working in partnership to achieve excellence in public and global health research, education, and translation of knowledge into policy and practice Founded in 1899, the School has expanded in recent years at its two main sites on Keppel Street and Tavistock Place, and recently by integrating the MRC Units in The Gambia and Uganda. LSHTM’s staff, students, and alumni work in more than 150 countries in government, academia, international agencies, and health services. Research income has grown to more than £180 million per year from national and international funding sources. LSHTM’s diverse research talents, skills, and experience underpin our position as a leader in Public and Global Health.

LSHTM has 3,000 staff based all around the world, with core hubs in London and at the MRC Units in The Gambia and Uganda. LSHTM’s outstanding, diverse, and committed staff make an impact where it is most needed: deploying research in real-time in response to crises, developing innovative programmes for major health threats, or training the next generations of Public and Global Health leaders and researchers.

LSHTM performs strongly in various global university league tables. In 2017, the inaugural Center for the World University Rankings by Subject placed LSHTM first in the world for Tropical Medicine research, second for Parasitology, and seventh for Infectious Diseases; Public, Environmental and Occupational Health; and Social Sciences, Biomedical. LSHTM ranked first in Europe for research impact in sciences, based on its proportion of publications that belong to the top 1% of most frequently cited publications, in the 2018 CWTS Leiden Ranking. 

LSHTM was named University of the Year 2016 by Times Higher Education and awarded a Queen’s Anniversary Prize for Higher and Further Education in 2017 in recognition of our response to the 2014 Ebola epidemic in West Africa. LSHTM seeks to foster and sustain a creative and supportive working environment based upon an ethos of respect and rigorous scientific enquiry. LSHTM embraces and values the diversity of our staff and student population and seeks to promote equality as an essential element in contributing to improving health worldwide.

LSHTM’s MRC-funded unit in Uganda was established in 1988 to improve the understanding and control of the HIV epidemic in Uganda and globally, following a request from the Uganda Government to the United Kingdom (UK) Government. The Unit is based at the UVRI Entebbe campus and at field stations in Masaka and Kyamulibwa. 

In 2017, the Unit broadened its work beyond HIV to include other infectious diseases and neglected, endemic, emerging, and re-emerging infections, as well as expanding its work in Non-Communicable Diseases (NCDs).

The Unit’s vision is to build on its past research achievements and new opportunities; to contribute to the control of the HIV epidemic, of other infectious diseases, and of non-communicable diseases, in Uganda, the region, and the world.

Job title: Executive Assistant/Operations Executive Coordinator

Department /Division/Unit: Operations/Administration-Entebbe office

Faculty/Professional Service: Administration/Operations

Location: Entebbe

Mode of Work: On-site with occasional in-country travel

Reports to: Chief Operating Officer (COO)

Responsible for: Central operational and strategic support to the Chief Operating Officer

Employment Type: Full Time

Grade: C

To serve as the central operational and strategic support to the COO, coordinating a broad portfolio that includes HR, Procurement, IT, Risk Management, Health & Safety, Administration, Estates, Transport, Finance, and Grant Management. This is a fast-paced, high-responsibility role suited for someone proactive, action & detail-oriented, and able to deliver with minimal supervision. 

This role is not secretarial; it's a strategic operational partnership role. The successful candidate will support in driving operational efficiency, strengthening internal customer-centric practices, contributing to the development of robust systems and processes, tracking critical deliverables, and generating actionable insights through data and reporting. The ideal candidate thrives in dynamic environments, is a quick learner, anticipates needs, takes initiative, is detail- oriented, and contributes practical solutions.

The role requires handling highly sensitive information and demands uncompromising integrity, the highest levels of confidentiality, professionalism, and discretion at all times.

The role holder will be responsible for accomplishing the following:

❖ Work closely with the COO to understand the strategic priorities and preferred ways of working to provide effective support to the COO and manage competing demands for maximum impact and efficiency.

❖ Manage the COO’s correspondence by assessing priorities, identifying escalation needs, and ensuring a timely and effective flow of information and communication. Draft correspondence and responses on behalf of the COO.

❖ Undertake research and analysis, prepare management and briefing materials, and make recommendations on complex issues, ensuring different options are provided, analyzing information as required, e.g., analyzing survey responses into a summary of key views for review by the various committees.

❖ Manage projects and events independently as needed, working collaboratively with colleagues within and beyond the COO’s office, communicating regularly the status of projects and escalating issues promptly where necessary.

❖ Facilitate and attend key meetings, starting with preparing a clear, well-structured agenda in advance of the meetings, sending the meeting material, taking clear & structured minutes, and owning the follow-up: tracking decisions, actions, owners, and deadlines, monitoring the status of actions across departments, and reporting progress to the COO proactively, escalating risks or delays early.

❖ Proactively remind the COO of pending decisions, upcoming deadlines, and outstanding approvals.

❖ Support operational oversight by analyzing and preparing operational reports using Excel, including areas such as vehicle utilization, inventory levels, budget vs actuals, grant-spend tracking, presenting insights through clear dashboards, and briefing summaries.

❖ Track and follow up on tasks across departments (e.g., finance approvals, HR hires, procurement orders, grant milestones, risk mitigation actions), ensuring timely resolution and reporting progress to the COO.

❖ Manage the COO’s calendar with sound judgment, protecting focused work time, resolving scheduling conflicts, and proactively identifying and flagging competing priorities before they escalate into issues.

❖ Book and manage travel arrangements, including last-minute changes, and coordinate logistics for VIP and institutional visits.

❖ Prepare, process, and track expense claims, purchase requisitions, and other administrative documentation with accuracy, precision, and timeliness. Support finance, HR, and procurement workflows by monitoring key milestones, proactively identifying and flagging delays or risks early and as needed, and following up to ensure timely approvals and sign-offs.

❖ Maintain well-organized filing systems, databases, and executive correspondence, ensuring data security, confidentiality, and easy retrieval.

❖ Conduct ad hoc research on business matters, market trends, vendor options, and emerging issues, and present findings with clarity to inform COO decision-making.

❖ Embody the highest standards of customer service as the first point of contact for a wide range of internal and external stakeholders, projecting a positive impression of the Unit and the COO’s Office at all times, responding promptly and appropriately to requests for information or assistance, and liaising with colleagues facing conflicting pressures and deadlines.

a) Bachelor’s degree in business administration, finance, commerce, or related field.

b) A Master of Business Administration (MBA) from a reputable university is an added advantage.

a) 10+ years of general administrative/operations work experience.

b) 3–5 years of experience supporting a finance/operations executive or senior manager in a research institute or corporate organization in Uganda.

c) Strong business acumen with exposure across key functional areas, including finance, procurement, HR, and customer service operations.

a) Advanced proficiency in Microsoft Word, PowerPoint, and Excel (formulas, tables, charts, basic dashboards, etc).

a) Experience with Microsoft Dynamics Business Central, OneDrive, SharePoint, and OneNote is an added advantage.

b) Strong written and verbal communication skills.

c) Proficiency in Google Workspace and Microsoft Office.

d) Ability to manage logistics and facilities effectively.

e) Excellent Organizational skills

f) Ability to monitor varying budgets

a) Quick learner: picks up new systems, processes, and context rapidly

b) Proven self-starter: can begin and drive work independently without needing close supervision, constant instruction, or external motivation

c) Results-oriented with a high sense of urgency

d) Proactive

e) Problem-solver/solution-oriented

f) High attention to detail/precision

g) Ability to multitask. Manages competing demands without losing quality or composure.

h) Ability to work under high pressure and in fast environments.

i) Highly organised: Maintains robust systems for tracking, filing, and follow-up. Brings structure to ambiguity

j) Agility: Able to work quickly and accurately within the required deadlines and ably adjust to changes

k) Highly flexible

l) Sound judgement: Knows what to escalate, what to handle independently, and when to ask for clarity. Does not over-escalate or under-escalate.

m) Discreet and trustworthy: Maintains absolute confidentiality and can be trusted with sensitive information.

n) Diplomatically assertive: chases and follows up with colleagues at all levels firmly but respectfully, without causing friction.

o) A high level of emotional intelligence and maturity.

Apply directly through this link: https://forms.gle/4LW5oPyPRyervK6u5