Job vacancy Executive Assistant

59 Okodan St, Blue Gate district, Osu, Accra near Papaye, Accra
  +233 0302 760143, +233 24 3925110

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Job Type
Temporary / Contract
Job Status
Full Time
04 December, 2020
Job Title

Executive Assistant

Job Presentation

  • Provides secretarial and operational support (travels, filing, stationery, coordination / set up of meetings) to the DMD.
  • Serves as the primary point of contact for appointments and setting up of meetings for both internal and external stakeholders
  • Keeps the diary / calendar of the DMD up to date with appointments and commitment and ensure his adherence, albeit with variations.
  • Explores and facilitates the creation of rapport with potential business contacts and partners
  • Maintains a contacts’ diary / record to aid the exploits of the DMD in particular 
  • Cultivates and maintains an effective relationship with key service providers (Immigration, Airlines, Visa Application Centers / Entities etc)
  • Coordinates and maintains an up-to-date record of Business Development initiatives (Proposals, Projects etc) to aid execution, monitoring and evaluation
  • Initiates business ideas and /or proposals for incubation and development
  • Identifies opportunities and proposes strategies to nurture such opportunities into pragmatic business projects
  • Follow-up on the progress of projects and proposals based on in-depth understanding of on-going projects and proposal
  • Follow-up on payments for assigned projects with relevant clients.
  • Coordinates the timely submission of weekly operational updates on pending projects as well as new initiatives / proposals (Performance Management File)
  • Submits weekly Project management report on the progress of execution (Project Management Template)
  • Submits proposals to review existing operations to improve output / productivity
  • Provides a bridge for smooth communication between the Deputy Managing Director’s office and internal departments and external relations, ensuring effective executive and administration support for the office
  • Works closely and effectively with the Deputy Managing Director to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately.
  • Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
  • Facilitates all travel arrangements, lodging and coordination of events 
  • Develops, edits and completes written communications to external stake holders including proposals, bids, concept papers, profiles, capability statements and reports.
  • Follows up on client contacts and supports the cultivation of ongoing relationships
  • Prepares business proposals for prospecting.   
  • Develops concept papers and strategies for corporate operations.
  • Prepares and submits weekly/Monthly/Quarterly reports on all activities.
  • Attends to correspondence on behalf of the Deputy Managing Director.
  • Prepares and submits bids for the Group as per spelt out deadlines.
  • Any other duty that may be assigned
  • Requirements
    • Degree in Business Administration (BSc) with Marketing / Business Strategy or Degree in Mechanical Engineering Options with at least 5 years post qualification experience.
    • Strong IT knowledge
    • Strong management, organizational, analytical and interpersonal skills.
    • Administrative Writing Skills, Reporting Skills, Time Management, Presentation Skills
    • Education: BA/BSc
    Valid Till
    18 Dec, 2020

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