Job Description

A reputable fast growing NGO into Primary Health provision in Greater Accra, Central, Western Regions and Ashanti Region is looking for result-oriented for immediate employment Executive Assistant.

The Executive Assistant will be responsible for performing high quality administrative functions with executive support to top-level management. The position holder will provide routine administrative support the top executives including scheduling meetings, making travel arrangements, organizing calendars, providing high-end support towards specific project implementation as well as providing general administrative duties. The ideal candidate must be a highly self-motivated, professional capable of multi-tasking, managing, work-load and prioritizing tasks in a fast-paced corporate environment.

Main Duties and Responsibilities

General Administrative Duties (40% of the time)

• Carry-out the day-to-day management of the Corporate Office including personnel matters, inventory and stock control and appropriate record keeping
• Arrange management meetings, compile agendas, diaries and circulate papers and minute of meetings to provide a high level of support to the Corporate team and ensure that accurate records of discussions are produced
• Ensure office is opened and closed at designated times on working days
• Ensures efficient operation of office equipment by completing preventive maintenance requirements; following manufacturer's instructions; troubleshooting malfunctions; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
• Contribute to the planning and execution of departmental activities and programs where appropriate
• Assist in the preparation of annual work plans and budgets of SWC-G.
• Assist in the procurement and distribution of office supplies as well as maintain accurate records of these supplies
• Collate and submit divisional/departmental periodic report to appropriate quarters
• Supervise the activities of utility staff

Executive Support to the President (20% of the time)

• Maintains President’s appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.
• Produces information from meetings and engagements by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics for the President’s attention
• Welcome guests and customers on behalf of the President by greeting them, in person or on the telephone; answering or directing inquiries where appropriate
• Represents the President by attending meetings in his absence as may be directed
• Make necessary travel arrangements, flight and hotel reservations on behalf of the President
• Accompany the President on official trips as may be necessary

Executive Support to the Vice President (20% of the time)

• Responsible for the day –to-day management and running of the office of the Vice President
• Take leadership in keeping diaries, scheduling meetings, taking minutes and generating reports of key activities of the office of the Vice President
• Accompany the Vice President to official meetings and functions and provide necessary administrative and secretarial support as may be directed
• Take leadership in organizing review meetings, workshops and seminars with stakeholders

Project Management (20% of the time)

• Assist Corporate team members in the implementation of approved projects collecting, analyzing and preparing reports
• Assist in the planning and execution of events (public awareness campaigns, media and publicity campaigns, staff annual function and social responsibility projects) in coordination with the relevant Departmental Heads as may be directed

Salary: Negotiable but very attractive

Required Skills or Experience

• At least 3 years post-qualification experience desirable
• Must have completed National Service.
• Computer skills in Outlook, Word, and Excel are required.
• HND in Secretaryship and Management
• Certificate in Project Management will be an added advantage

Other desired requirements are:

• Knowledge of office procedures
• Excellent knowledge in and application of MS (office suit)
• Familiarity with online calendars and cloud systems
• Experience using office equipment, including printers and fax machines
• Strong communication skills (via phone, email and in-person)
• Experience exercising discretion and confidentiality with sensitive company information
• Excellent organizational skills with an ability to think proactively and prioritize work
• Certificate in Project Management will be an added advantage