Our client, a three Star Hotel situated in Accra is currently looking to hire an Executive Personal Assistant to support their operations.

ROLE PROFILE

The Executive Personal Assistant will serve as the administrative and functional contact person for the General Manager’s corporate community, and personal matters to ensure smooth functioning of activities and processes in multiple lines of business.

DUTIES AND RESPONSIBILITIES

Daily Duties

•   Coordinate calendar, travel, meeting, and schedule arrangements for the General Manager, staff, business partners and customers.
•   Initiate contacts and securing appointments, equipment and facilities as appropriate
•   Manage and maintaining the General Manager’s diary, arranging meetings, hotels and travel arrangements
•   Maintain personal and business files
•   Corporate record keeping for multiple entities
•   Support marketing and strategic planning activities
•   File, store & retrieval of business and personal activities
•   Handle financial and accounting matters for the General Manager with confidentiality
•   Prepare and send business and private correspondence
•   Coordinates operations of the General Manager’s office including Reception
•   Document preparation and control
•   Internal communication
•   General office maintenance, improve costs and effectiveness
•   Commissioning, preparing, quality assuring and drafting briefing material and presentations for the General Manager in advance of meetings
•   Keeping and maintaining an accurate record of papers and electronic correspondence on behalf of the General Manager
•   Preparing correspondence on behalf of the General Manager
•   Drafting general replies on behalf of the General Manager
•   Minute general meetings and proactively ensuring actions points are delivered on time
•   Completing research for the General Manager
•   Producing documents within agreed deadlines, and
•   Complete travel expense claims for the General Manager

Weekly

•   Collates Revenue / Minutes updates from all units
•   Meets with General Manager and presents a brief of key activities for the coming week for the different divisions
•   Briefs the General Manager of reoccurring issues highlighted in weekly minutes

Monthly

•   Collates Management packs and communicates meetings Management members
•   Writes minutes for the Management and follows up on action points
•   Collates agenda points from Management members and circulates to all in preparation for meetings
•   Attends Management Meetings, writes accurate minutes

Group duties

•   Works closely with other team members to assure the General Manager’s preparation for meetings, presentations or other engagements.
•   Acting as the contact point for all visitors to Private Office
•   Updating the Executive Office website

Public Relations

•   To maintain an up- to-date data base of all key partners to the office
•   To maintain an up-to-date database of florists, Newspaper contacts and other gift suppliers
•   To maintain adequate stocks of cards and other stationery for wrapping gifts
•   To maintain an up-to-date calendar of events

Qualification Required & Experience

•   Degree in Business Administration or an equivalent qualification

EXPERIENCE

•   A minimum of 4 years’ experience in a similar challenging role, supporting a senior member of staff
•   Experience of diary management/researching and booking of travel and accommodation
•   Experience of working with senior management, preferably in a public sector environment

REQUIREMENTS

Knowledge / Skills

•   Financial & Accounting Statement language
•   Excellent IT skills, including Outlook, Word and PowerPoint
•   Need Commercial acumen (an in depth understanding of the different operations)
•   Excellent command over the English language (both oral and written)
•   Work on own initiative (must be able to work with little or no supervision)
•   Pay strict attention to details
•   Ability to adapt with competing priorities and sometimes fast moving environment
•   Ability to exercise discretion in dealing with confidential or sensitive matters

Talents

•   Must be trustworthy with impeccable Moral Standards
•   Discrete, reserved and able to handle business, personal and family information with the highest level of confidentiality
•   Must be highly organised
•   Must be able to adapt quickly, handle multiple tasks and prioritize
•   Must be Self-directed and be able to make sound judgements
•   Exceptional interpersonal skills with internal and external staff

Other

•   Ability to interpret a variety of instructions furnished in writing, oral, diagram or schedule form
•   Must be able to lift up 20 pounds

Location: Accra

How To Apply For The Job

To apply please send CVs to:-

pao.pjkt@gmail.com

Closing Date: 22 January, 2015