Job Title: Executive Assistant to Chief Executive Officer
Location of post: Accra
Reports to: Chief Executive Officer
Purpose of Job:
Reporting directly to the Chief Executive Officer, the Executive Assistant provides executive support in a one-on-one working relationship. The Executive Assistant serves as the primary point of contact on all matters pertaining to the office of the CEO.
He or she provides high-level administrative support through conducting research, preparing statistical reports, handling information requests and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls and scheduling meetings.
The Executive Assistant also serves as a liaison to the Board of Directors and senior management teams; organizes and coordinates some external relations efforts; and oversees assigned special projects from conception to completion.
Accountabilities, Responsibilities and Main Duties:
Executive Support
Completes 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; arranging travel plans, itineraries, and agenda.
Plans, coordinates and ensures the CEO's schedule is followed and respected.
Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the CEO's time and office.
Communicates directly, and on behalf of the CEO, with Board members, employees, and others, on matters related to CEO's diary
Researches, prioritizes, and follows up on incoming issues and concerns addressed to the CEO including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
Provides a bridge for smooth communication between the CEO's office and internal departments, demonstrating leadership to maintain credibility, trust and support with senior management staff.
Works closely and effectively with the CEO to keep him well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the CEO updated.
Provides leadership to build relationships crucial to the success of the organization and manages a variety of special projects for the CEO, some of which may have organizational impact.
Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the CEO's ability to effectively lead the company.
Prioritizes conflicting needs; handles matter expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
Board Support and Liaison
Serves as the CEO's administrative liaison to the Board of Directors.
Assists board members with travel arrangements, lodging, and meal planning as needed
Maintains discretion and confidentiality in relationships with all board members
Adheres 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
Participates as an adjunct member of the Executive Team including assisting in scheduling
meetings and attending all meetings
Assists in coordinating the agenda of senior management team meetings and off-site staff meetings
Ensures that the CEO's bio is kept updated and responds to requests for materials regarding
the CEO and the organization in general
Business Analysis/Support
Works with the functional heads to ensure quality submissions of reports and plans.
Periodically tracks performance against plans, and proposes measures to address risks and challenges
Analyses financials, MIS reports, incoming documentation (as required), and highlights key matters/issues/requirements to the CEO.
Produces the performance level analysis needed to conduct monthly performance reviews with functional heads
Participates in and/or leads projects as required by the CEO.
Participates in business forums as required by the CEO
Conducts internal/external research on subject matters required by the CEO and/or the management team
Writes up research reports on the above and presents / disseminates to the relevant stakeholders
Coordinates and consolidates submissions for the various functional reports
Drafts presentations and documentation as required by the CEO
Typical Reports to be Collated
Finance
· Cash Balance
· Bank Balances
· Payments Schedules
· Summary Receivables Reports
· Other Updates
Sales
· Sales
· Collections
· Salesmen’s Performance (Actual V Targets)
· Stock Position
· Back Orders
Logistics
· Replenishment Stocks
· Weekly Stock Balances
· Back Orders
· Sales & Operations
Quality
· Weekly Programme/Plans
· Product Reviews and Registration Updates
· Relevant Updates
Production
· Daily Production Reports
· Relevant Information
HR
· Attendance Reports
· Disciplinaries
· Training
· Recruitment & Selection
· Manpower figures
Person Specification
Essential Desirable Behaviours
Excellent verbal and written communication and presentation skills suitable for a range of audiences.
Very strong interpersonal skills and the ability to build relationships with stakeholders, including employees, board members, external partners and customers.
Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
Demonstrated proactive approaches to problem-solving with strong decision-making capability
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
Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment
Forward looking thinker, who actively seeks opportunities and proposes solutions
Excellent project management skills.
Skills, Experience and Knowledge
Experience and interest in internal and external communications
Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social
Media web platforms.
Strong work tenure: at least five years’ experience supporting C-Level Executives
Basic accounting knowledge preferable
Qualifications
Bachelor’s Degree from an accredited institution
Further qualification in project management
To apply for this role, please send your CV and Cover Letter via email to dasrecruitments@dasplcgh.com