Job Description

ROLE PROFILE: 
The ideal candidate will coordinate the daily business of the Managing Director (MD) by regularly reviewing diary, meeting travel demands and identifying possible issues which may impact on the activities of the MD

Duties and Responsibilities

• Coordinate the daily business of the MD by regularly reviewing diary, meeting travel demands and identifying possible issues which may impact on the activities of the MD
• Provide sophisticated calendar management. Prioritize enquiries and requests while troubleshooting conflicts with little guidance; make judgments and recommendations to ensure smooth day-to-day engagements
• Analyze enquiries and requests from internal and external stakeholders, determine and take appropriate action on behalf of the MD, including the redirection of enquiries to appropriate personnel.
• Maintain client confidence and protect the professional integrity of the MD and Board by keeping information confidential.
• Communicate and liaise with senior executives from public and private organizations on a wide range of issues, respect confidentiality and maintain effective working relationships.
• Manage the incoming/ outgoing correspondence of the office of the MD whilst also being required at times to assist with whole-of-organization correspondence coordination.
• Coordinate meetings of the MD, including coordination of attendees, organizing pre-briefs where required and preparation of meeting minutes.
• Provide historical reference by developing and utilizing filing and retrieval systems.
• Maintain a data base of all statutory renewals to facilitate execution of renewals before due dates. These are the ff:
  • Ghana Immigration Service: Renewal of Resident Permits for Expatriate Staff: Annually
  • Environmental Protection Agency: EPA Certificates; Bi-annually
  • Factories Inspectorate Dept. of Labor: Factory Certificate
  • CEPS Division of GRA: Renewal of Manufacturers License.
  • Ghana Standard Board: Renewal of Importers Registration: Annually
• Maintain office supplies inventory by placing orders to maintain required inventory levels, evaluating new office products and verifying receipts of supplies.
• Provide general administrative support to other sections of the company as required to ensure that consistent and efficient processes are maintained.
• Continually review duties and operations to ensure optimum efficiency in the Senior Executive Assistant role.
• Coordinate the arrangement of whole-of-organization travel bookings in an efficient and cost effective manner.
• Take overall responsibility of Managing the Administrative Office
• Undertake Human Resource Management of the Company
• Check the punctuality and absenteeism of staff by supervising entries made into the attendance book and ensure that appropriate sanctions are applied to curb lateness and absenteeism as by laid down procedures.
• Maintain a close working relationship with the Assistant Sales Manager
• Other duties as assigned

Required Skills or Experience

EDUCATION

• Degree in Business Administration, Human Resource or related discipline
• Masters degree in Business Administration, Human Resource an added advantage
• International exposure, French language is a plus

EXPERIENCE

5-10 years experience in a Senior Executive Assistant role 

REQUIREMENTS

• Technologically competent
• Ability to organize a daily workload by priorities.
• Must be able to meet deadlines in a fast-paced quickly changing environment.
• A proactive approach to problem-solving with strong decision-making skills.
• Excellent communications skills (Written & verbal)
• Excellent people management skills
• Ability to multi task
• Knowledge of human resource (HR) systems and practices
• Proficiency in collaboration and delegation of duties
• Strong organizational, project management and problem-solving skills
• Excellent interpersonal skills
• International exposure, French language is a plus
• Knowledge of office procedures
• Solid experience with office management systems and MS Office
• Familiarity with online calendars and cloud systems
• Experience exercising discretion and confidentiality with sensitive company information
• Willing to work on weekends