Vacancies

EXECUTIVE PERSONAL ASSISTANT

full-time Accra 20 Jul 2023

Our client, a Pharmaceutical company is looking for an experienced individual to fill the role of  PERSONAL ASSISTANT to assist in the daily coordination of administrative activities in the company.

ROLE PROFILE:

The successful candidate will be responsible for providing executive support in a one-on-one working relationship, reporting directly to the CEO, serving as the primary point of contact on all matters pertaining to the office of the CEO, and liaising with the Board of Directors and senior management teams.

He or she will provide high-level administrative support by conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings.

DUTIES/RESPONSIBILITIES:

Executive Support

• Complete a broad variety of administrative tasks for the CEO including managing an extremely active calendar of appointments, completing expense reports, composing and preparing correspondence that is sometimes confidential and arranging travel plans, itineraries, and agenda.
• Plan, coordinate and ensure that the CEO’s schedule is followed and respected.
• Provide “gatekeeper” and “gateway” roles, creating win-win situations for direct access to the CEO’s time and office.
• Communicate directly, and on behalf of the CEO, with Board members, employees, and others on matters related to the CEO’s diary.
• Research, prioritize, and follow up on incoming issues and concerns addressed to the CEO including those of a sensitive or confidential nature and determine the appropriate course of action, referral, or response.
• Provide a bridge for smooth communication between the CEO’s office and internal departments, and demonstrate leadership to maintain credibility, trust, and support with senior management staff.
• Work closely and effectively with the CEO to keep him well-informed of upcoming commitments and responsibilities. Acts as a “barometer,” having a sense of the issues taking place in the environment and keeping the CEO updated.
• Organise and coordinate some external relations efforts and oversee assigned special projects from conception to completion throughout the year.
• Provide leadership to build relationships crucial to the success of the organisation, and manage a variety of special projects for the CEO, some of which may have an organisational impact.
• Successfully complete critical aspects of deliverables with a hands-on approach, including drafting acknowledgment letters, personal correspondence, and other tasks that facilitate the CEO’s ability to effectively lead the company.
• Prioritize conflicting needs, handle matters expeditiously, proactively, and follow through on projects to successful completion, often with deadline pressures.

Board Support and Liaison

• Serve as the CEO’s administrative liaison to the Board of Directors.
• Assist board members with travel arrangements, lodging, and meal planning as needed.
• 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.

Senior Management Liaison

• Participate as an adjunct member of the Executive Team including assisting in scheduling meetings and attending all meetings.
• Assist in coordinating the agenda of senior management team meetings and off-site staff meetings.
• Ensure that the CEO’s bio is kept updated and responds to requests for materials regarding the CEO and the organisation in general.

Business Analysis/Support

• Work with the functional heads to ensure quality submissions of reports and plans.
• Periodically tracks performance against plans, and propose measures to address risks and challenges.
• Analyse financials, MIS reports, and incoming documentation (as required) and highlight key matters/issues/requirements to the CEO.
• Produce the performance level analysis needed to conduct monthly performance reviews with functional heads.
• Participate in and/or leads projects as required by the CEO.
• Participate in business forums as required by the CEO.
• Conduct internal/external research on subject matters required by the CEO and/or the management team.
• Write up research reports on the above and present/disseminate them to the relevant stakeholders.
• Coordinate and consolidate submissions for the various functional reports.
• Draft presentations and documentation as required by the CEO.

EDUCATION/ EXPERIENCE

• Bachelor’s Degree from an accredited institution.
• At least 5 years of experience supporting C-Level Executives.
• Further qualification in project management is preferred.
• Should have excellent project management skills.

REQUIREMENTS

• Possess excellent verbal and written communication and presentation skills suitable for a range of audiences.
• Should possess very strong interpersonal skills and the ability to build relationships with stakeholders, including employees, board members, external partners, and customers.
• Possess strong organisational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Demonstrate proactive approaches to problem-solving with strong decision-making capability.
• Should possess emotional maturity.
• Highly resourceful team player, with the ability to also be extremely effective independently.

• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
• Demonstrate the ability to achieve high-performance goals and meet deadlines in a fast-paced environment.
• Should be a forward-looking thinker, who actively seeks opportunities and proposes solutions.
• Experience and interest in internal and external communications.
• Proficient in Microsoft Office (Outlook, Word, Excel, and PowerPoint), Adobe Acrobat, and Social Media web platforms.

 

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