Job Description

Overview

Executive Assistant/Office Manager needed for immediate employment. The ideal candidate must have excellent English and French language skills.

Role Summary
The Executive Assistant and Office Manager will provide high-level administrative support to senior executives and ensure smooth and efficient office operations. This dual-role position requires excellent multitasking, organisational, and communication skills, with the ability to manage office environments, handle sensitive executive support duties, and contribute to the overall success of the team. The role will also involve overseeing travel arrangements for both senior executives and the office staff as necessary.

Key Responsibilities:
Executive Assistant Responsibilities:

• Calendar Management: Coordinate and manage the daily schedules, appointments, and meetings for senior executives.
• Travel Arrangements: Plan and organise complex travel itineraries for senior executives, including flights, accommodation, transportation, visas, and travel logistics for domestic and international trips.
• Communication Liaison: Act as the point of contact between executives and internal/external stakeholders, handling confidential communication.
• Meeting Support: Prepare agendas, take minutes, and ensure follow-up actions are executed after meetings.
• Document Management: Draft, proofread, and edit reports, presentations, and other high-level documents.
• Event Coordination: Assist in organising company events, conferences, and workshops as needed.

Office Management Responsibilities:

• Office Operations: Ensure the smooth operation of the office by managing supplies, facilities, and equipment.
• Vendor Management: Liaise with vendors, suppliers, and service providers to maintain office functionality.
• Budget Management: Oversee the office budget, including tracking expenses and managing petty cash.
• Travel Arrangements for Staff: Coordinate domestic and international travel arrangements for office staff, including booking flights, accommodations, and ground transportation as needed.
• Staff Support: Provide general administrative support to staff members, including coordinating onboarding for new hires.
• Health and Safety: Ensure that health and safety regulations are met in the office environment.
• Technology Coordination: Work with IT to ensure all office technology, including telecommunications and computers, functions smoothly.

Required Skills or Experience

• Education: Bachelor’s degree in Business Administration, Office Management, or a related field.
• Experience: 5+ years in a combined role of Executive Assistant and/or Office Manager, preferably within a corporate or international environment.
• Language: English and French

Skills

• Strong organizational and multitasking abilities.
• Excellent verbal and written communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office software.
• Ability to maintain confidentiality and handle sensitive information.
• Problem-solving and decision-making skills.
• Familiarity with office equipment and procedures.

Key Competencies:

• Time Management: Ability to prioritise and meet deadlines in a fast-paced environment.
• Attention to Detail: Keen eye for detail to ensure accuracy in all tasks.
• Proactive: Able to anticipate needs and act with minimal supervision.
• Cultural Sensitivity: Understanding of cultural dynamics in Africa and experience working in a diverse, multicultural environment.

Net Salary: GHS10,000 to 15,000