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VIRTUAL EXECUTIVE ASSISTANT [REMOTE]

Remote: 
Full Remote
Contract: 
Experience: 
Senior (5-10 years)
Work from: 

Offer summary

Qualifications:

Bachelor’s degree, 5+ years experience in executive management.

Key responsabilities:

  • Manage executive communication
  • Administrative support including travel arrangements and expense reports
Careers In Ghana : Recruitment Consultancy logo
Careers In Ghana : Recruitment Consultancy Human Resources, Staffing & Recruiting SME http://www.careersinghana.com/
11 - 50 Employees
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Job description

ROLE SUMMARY

The Executive Assistant will provide executive support services to the Director, Technology. He/she will be the director’s right-hand person who enables him to advance company initiatives and achieve goals of the director's office. He/she will filter and attend to the day-to-day functions that are part of the director’s diary so he can focus on the high-level leadership and strategy functions.


RESPONSIBILITIES


Manage executive communication
  • Responding to internal and external requests on behalf of the Director
  • Draft, review and send communications on behalf of the Director
  • Schedule departmental and leadership meetings; prepare and distribute meeting agendas and materials.

Manage the director’s diary
  • Schedule and coordinate appointments and meetings and take minutes of the meetings.
  • Responsible for organizing and managing the Director’s diary
  • Regular checking of incoming/outgoing emails, appraising the director of urgent requests and following up to ensure closure of outstanding matters within set timelines.
  • Keep the Director advised of time-sensitive and priority issues, ensuring appropriate follow-up.
  • Handling local and international correspondence including coordinating dispatch and delivery of personal shipments and parcels.
  • Preparing reports, presentations and documentation for meetings and appointments and availing the documents to the intended audience.
  •  Maintain confidential and sensitive information.

Administrative Support
  • Coordinating travel arrangements, flights bookings, accommodation, and other logistical arrangements for the director and his guests.
  • Prepare, reconcile, and submit director’s expense reports.
  • Developing and maintaining a seamless electronic records management system.
  • Assist with other ad-hoc administrative and project requirements as needed, including research and analysis.
  • Coordinate internal communication and documentation with different business leaders
  • Perform any other relevant duties assigned.




Requirements

  • A bachelor’s degree or equivalent
  • 5+ years working experience in a similar role handling executive management in a busy office preferably in a Technology company
  • Experience working as virtual assistant would be an added advantage
  • Use of collaborative tools such as Jira, teams, Monday.com, slack, confluence etc
  • Must be Tech savvy and good working knowledge of Ms Office.
  • Must have high levels of emotional intelligence
  • Strategic thinking: able to understand intuitively how to analyse critical factors that will influence the long-term success of the organisation.
  • Professional discretion: demonstrable ability to be discrete and confident whilst maintaining professionalism in all business dealings. Must demonstrate integrity and reliability.
  • Organisational skills: the capacity to prioritise tasks and projects effectively.
  • Proactive and ability to anticipate needs
  • Must have project management skills to be able to manage director’s projects
  • Management of meetings - effectively pre-meeting arrangements to ensure meeting effectiveness
  • Event planning: Ability and skills to plan and execute different executive events as may be required by the Director
  • Ability to management up - must be adept at managing up to strategically coordinate schedules, projects, meeting etc ensuring the Director focuses on his highest leverage work.
  • Ability to build strong relationships with key stakeholders.
  • Smart multi-tasking; great organizational and time management skills.
  • Mature, personable, self-confident and self-driven
  • Excellent interpersonal skills as well as written and oral communication skills.
  • Great attention to detail and must possess analytical skills
  • A self-starter who is highly adaptable to changing environments
  • Flexibility, determination, enthusiasm, and the ability to cope under pressure.




Required profile

Experience

Level of experience: Senior (5-10 years)
Spoken language(s):
English
Check out the description to know which languages are mandatory.

Other Skills

  • Calmness Under Pressure
  • Leadership
  • Strategic Thinking
  • Technical Acumen
  • Time Management
  • Multitasking
  • Open Mindset
  • Verbal Communication Skills
  • Organizational Skills
  • Emotional Intelligence
  • Enthusiasm
  • Professionalism
  • Adaptability
  • Analytical Thinking
  • Relationship Building

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