Job Description
The Executive Assistant enhances the executive’s effectiveness by providing
information management support and representing the executive to others.
Job Duties
- Conserves
the executive’s time by reading, researching, and routing correspondence;
drafting letters and documents; collecting and analyzing information;
initiating telecommunications.
- Maintains
executive’s appointment schedule by planning and scheduling meetings,
conferences, teleconferences, and travel.
- Represents
the executive by attending meetings in the executive’s absence; speaking
for the executive where required.
- Produces
information by transcribing, formatting, inputting, editing, retrieving,
copying, and transmitting text, data, and graphics.
- Welcomes
guests and customers by greeting them, in person or on the telephone;
answering or directing inquiries.
- Maintains
customer confidence and protects operations by keeping information
confidential.
- Completes
projects by assigning work to clerical staff; following up on results.
- Prepares
reports by collecting and analyzing information.
- Provides
historical reference by developing and utilizing filing and retrieval
systems and recording meeting discussions.
- Maintains
professional and technical knowledge by attending educational workshops;
reviewing professional publications; establishing personal networks;
participating in professional societies.
- Contributes
to team effort by accomplishing related results as needed.
- Arranging
travel, visas and accommodation and, occasionally, travelling with the
manager to take notes at meetings or to provide general assistance during
presentations;
- Taking
meeting minutes and tracking to dos and open items;
- Dealing
with incoming email, faxes and post, often corresponding on behalf of the
executive;
- Carrying
out background research and presenting findings;
- Producing
documents, briefing papers, reports and presentations;
- Organizing
and attending meetings and ensuring the executive has all information and
data required to be well prepared for meetings;
- Liaising
with bank relationship managers and managing the organization’s banking
relationships under the guidance of the executive
In addition to
supporting the executive and the management team, the EA will also have his/her
own personal workload and responsibilities. The scope of the EA’s role can be
extensive and additional duties may include:
- Carrying
out specific projects and research;
- Responsibility
for accounts and budgets;
- Taking
on some of the executive’s responsibilities and working more closely with
management;
- Deputizing
for the executive, making decisions and delegating work to others in the
executive’s absence;
- Being
involved in decision-making processes.
Skills/Qualifications:
- Administrative
Writing Skills, - Reporting
Skills, Supply Management, - Scheduling,
- Microsoft
Office Skills, - Organization,
- Time
Management, - Presentation
Skills, - Equipment
Maintenance, - Travel
Logistics, - Verbal
Communication
How
to Apply
To apply send CV to accra.pjkt@gmail.com