Secretary / Executive Assistant

Key Responsibilities

Administrative & Office Support

• Manage and maintain executive schedules, appointments, and travel arrangements.
• Organize meetings, prepare meeting agendas, take accurate minutes, and follow up on action items.
• Draft, edit, and proofread correspondence, reports, presentations, and other business documents.
• Maintain filing systems (electronic and physical) and ensure confidentiality of sensitive information.
• Coordinate office activities and ensure smooth daily administrative operations.

Communication & Correspondence

• Act as the primary point of contact between the executive and internal/external stakeholders.
• Screen and prioritize phone calls, emails, and other communications.
• Respond to inquiries professionally and direct messages to appropriate parties.
• Prepare formal letters, memos, and other communications on behalf of the executive.

Travel Management

• Plan and coordinate domestic and international travel (flights, accommodation, transport, itineraries).
• Prepare travel expense reports and ensure timely reimbursements.
• Anticipate travel-related needs and provide support to ensure seamless trips.

Meeting & Event Coordination

• Schedule and coordinate internal and external meetings, workshops, and corporate events.
• Arrange venues, logistics, refreshments, and necessary equipment for meetings.
• Support in organizing conferences, seminars, and executive offsite events.

Document & Information Management

• Prepare, organize, and maintain confidential files and records.
• Ensure documents are properly stored, updated, and accessible when required.
• Assist in research, data compilation, and preparation of executive briefs.

 Executive Support

• Assist executives in managing priorities and ensuring deadlines are met.
• Track and follow up on ongoing projects, tasks, and deliverables.
• Provide strategic administrative support to improve workflow and efficiency.
• Handle personal tasks or errands for the executive when required (if applicable).

Office Coordination & Vendor Management

• Manage office supplies and coordinate with vendors or service providers.
• Liaise with IT, HR, finance, and other departments to support executive needs.
• Assist in preparation of budgets, expense tracking, and administrative reports.

 Professional Representation

• Represent the executive professionally in meetings, calls, and external engagements when necessary.
• Maintain a high level of etiquette, professionalism, and confidentiality at all times.

Qualifications & Requirements

• Bachelor’s Degree in Business Administration, Secretarial Studies, Office Management, or related field.
• Proven experience (3–5 years) as a Secretary, Executive Assistant, or Administrative Officer.
• Excellent written and verbal communication skills.
• Strong organizational and multitasking abilities.
• Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook) and office management software.
• Ability to maintain confidentiality, discretion, and professionalism
• Strong time-management skills with the ability to prioritize tasks.
• High attention to detail and accuracy.
• Ability to work under pressure and meet tight deadlines.
• Strong interpersonal skills with the ability to interact with senior executives and clients effectively.

Key Competencies

• Organizational & planning skills / Communication & interpersonal abilities
• Problem-solving and critical thinking /Professionalism & discretion
• Attention to detail / Time management
• Adaptability and flexibility / Confidentiality
• Initiative and proactive mindset

Location: Accra

Salary: Attractive