04/01/2016
Job Position: Executive Assistant to the CEO
Job Location: Accra, Greater Accra
Job Purpose
• The successful candidate will provide support in a one-on-one working relationship with the Board of Directors and the CEO
• She will serve as the primary point of contact for internal and external customers on all matters pertaining to the office of the CEO
• She will also serve as a liaison to the board of directors and the various departments
• This person will be primarily responsible for providing assistance to the CEO, including in board activities as well as provide a wide variety of complex and confidential administrative and clerical support
Job Description
• File and retrieve corporate documents, records, and reports prepare and edit correspondence, communications, presentations and other documents
• Maintain and file business documents with the relevant governmental authorities
• Provide support to the Board of Directors by taking and distributing minutes and organizing and directing committees (as may be set up). Serve as a support to the board of directors and committee members in all areas relating to Maddhaus’s business
• Act as the lead in preparation for Board Meetings, including tracking, monitoring and following the progress of open action items, drafting the agenda, preparing and distributing board materials, producing accurate Board and Committee minutes at each meeting. Communicate directly, and on behalf of the CEO, with Board members, staff, and others, on matters related to The CEO’s programmatic initiatives. Manage effective contacts and relationships with Board Members
• Provide administrative support, including assistance in composing and editing routine and advanced correspondence including letters, memoranda, and reports; prepare outgoing mail and correspondence. Process/compose correspondence/reports for the CEO and reply same. Draft letters, correspondence and written communications as directed
• In meetings: Prepare agenda in advance; assist with and provide research/background information, content development, and creation of presentations and coordinate meetings. 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
• Anticipate the needs of The CEO and that of the Board members and act accordingly. Screen calls, visitors, and emails to eliminate and/or prioritize in order to maximize the CEO’s daily calendar and "to-do’s", conducting briefings with the CEO to keep her well informed, following up as requested. Develop and maintain a system that alerts to upcoming deadlines on incoming requests or events. Routinely updating the C. E. O to keep her informed of commitments and responsibilities. Ensure schedules are followed and respected. Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the CEO’s time and office. Prioritize conflicting needs; handle matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures
• Coordinate programs and/or activities for the purpose of ensuring availability of facilities and/or equipment are adequate
• Clerical duties such as organizing and maintaining executive files; arranging conference calls as requested; copying of correspondence or other printed materials as requested. Greet guests, answering multiple-line telephone, and routing visitors and/or calls to appropriate area or person.
• Manage the CEO’s travel arrangements and proactively coordinate the pre-planning of trips. Prepare trip expense reimbursements and logistics
• Travel with the CEO where and when required
• Manage special projects as needed, e.g., mailings, in-house company events, etc. and conduct research as requested, using the Internet and other resources; compile and create statistical reports
• Handle confidential information in a professional and discreet manner
• Attend and actively participate in meetings and training as required
• Maintain certification in all governmental requirements
Qualifications and Requirements
• A minimum of a Degree in business administration or related field strongly preferred
• At least 5 years of experience in an office environment will be an added advantage
• The person must be female and no younger than 35 years old
• Must be able to take management level decisions in the absence of the CEO
• Demonstrate knowledge of and comply with all company policies and procedures, as well as the relevant statutes and regulations related to specific program areas
• Have knowledge of emergency procedures and assist in crisis situations
• Have or acquire knowledge of and ensure compliance with all governmental policies and procedures
• Complete all other relevant responsibilities as assigned by the CEO
• Must be able to travelling and must be able to drive
• Knowledge of administrative and clerical procedures such as managing files, records, transcription, designing forms and other office procedures.
• Strong organizational and planning skills, written and oral communication skills, information gathering and monitoring skills, problem analysis and problem solving skills, judgment and decision-making ability, initiative
• Attention to detail, accuracy and adaptability
• Have strong interpersonal skills and capability to handling teams and difficult situations
• Must have high patience level and be able to work extremely long and extra hours on a constant basis
• Have effective written and oral communication skills
• Have in-depth knowledge of computer programs, including but not limited to Microsoft Office Products and be able to work with a variety of systems and resources
• Driver’s License that conforms to Ghana Department of Motor Vehicles. One-year satisfactory driving record. Dependable transportation required
• Maintain a flexible schedule in order to appropriately support needs of leadership team
• Ability to work in an environment that often consists of frequent interruptions
