Executive Support Specialist

Key Responsibilities

• Work directly with the GCEO to support all aspects of his daily work routine.
• Maintain diaries for the GCEO to meet his schedules. Organize his appointments, meetings, engagements, and daily activities by working closely and effectively with him and keeping him well informed of upcoming commitments and responsibilities.
• Attend external meetings with the Group CEO where needed, request for and obtain documents required for meetings, take notes on action points and follow up appropriately.
• Arrange complex and detailed travel plans, itineraries, agendas and compile documents for travel-related meetings for the GCEO, employee and company visitors.
• Prioritize and follow up on incoming issues and concerns addressed to the GCEO, including those of a sensitive and confidential nature and determine the appropriate course of action, referral or response.
• Draft correspondence for GCEO by transcribing, formatting, inputting, editing, retrieving, copying and transmitting text, data and graphics; prepare letters and presentations and circulate documents for GCEO.
• Assist the GCEO in the development of presentations and white papers for internal and external audiences.
• Keep and manage confidential correspondences, screen calls, letters and emails on daily basis.
• Manage the GCEO’s files and filing (both electronic and hard copy), archiving or disposal of documents when required.
• Welcome guests, answer or direct inquiries, protect the operations of the office by keeping information confidential.
• Maintain office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; place and expedite orders for supplies; verify receipt of supplies.
• Serve as a primary point of contact between the Office of the GCEO and directors, including helping to coordinate the work of different Companies and providing administrative support for governance meetings.
• Provide coordination, monitoring, and communication of projects and programs managed by the GCEO.
• Determine priority of matters of attention for the GCEO; redirect matters to staff to handle, or handle matters personally, as appropriate.
• Keep the GCEO advised of time-sensitive and priority issues, ensuring appropriate follow-up.
• Maintain paper and electronic filing systems.
• Oversee facilities, services and general maintenance of the office premises.
• Other additional and/or alternative duties as assigned from time to time, including supporting other departments or Executives as needed.

Other Requirements

• In-depth understanding of office management and daily operations
• Proficiency in Microsoft Office suite (Outlook, Excel, Word, PowerPoint, etc.)
• Exemplary planning and time management skills
• Strong verbal and written communication skills
• Discretion with personal and confidential information
• Ability to multitask and prioritize tasks

Qualification

• Bachelor’s degree (second class upper and above) in Business Administration or relative field preferred.
• 5-10 years proven experience as an Executive Support Specialist, Personal Assistant or similar administrative role.

Salary: Attractive

Location: Accra