Overview

A reputable Printing Company in Accra is seeking the services of an Executive Assistant to join its team. The ideal candidate must be professional, disciplined, confidential, attentive, and articulate.

Job Purpose

To provide a broad variety of administrative assistance to the Managing Director (MD) and Executive Director (ED).

Responsibilities/ Duties

Executive Support

• Prepare and edit correspondence, communications, presentations and other documents
• File and retrieve documents and reference materials
• Manage and Coordinate the Managing Director and Executive Director’s schedules, appointments and travel arrangements
• Arrange and co-ordinate meetings and events
• Keep proper records of board meetings and distribute same to the board of Directors
• Answer and manage incoming calls
• Receive and interact with incoming visitors
• Review internal systems and implement improvements where necessary
• Prioritize, and follow up on incoming issues addressed to the Managing Director and Executive Director, including those of confidential nature and determine appropriate course of action, referral, or response
• Work closely and effectively with the Managing Director and Executive Director to keep them well informed of upcoming commitments and responsibilities and following up appropriately
• Handle matters expeditiously, proactively, and follow through on issues to successful completion, often with deadlines.

General Duties

• Communicate directly, and on behalf of the MD, with Board members
• Maintain discretion and confidentiality in relationships with all board members
• Adhere to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format.
• Any other duties that may be assigned from time to time by your supervisor

Key Performance Indicators

• Timely completion of Board tasks
• Accurate and timely completion of work
• Appropriate storage and maintenance of all files and documents
• Prompt follow up on actions taken during Management meetings
• Ability to communicate properly (grammar)
• Ability to take initiative
• High level of confidentiality

 Qualifications

• Bachelor’s degree in social sciences or its equivalent
• Minimum of three years of experience supporting top-level Executives
• Proficient in Microsoft Office (Outlook, Word, Excel, and PowerPoint), Adobe Acrobat

Work Experience and Skills

• Strong organizational skills to perform and prioritize multiple tasks
• Proven ability to handle confidential information.
• Strong interpersonal skills
• Good communication skills
• Ability to work under pressure and within timelines