Reporting directly to the Country Head, Appolonia City, the Executive Assistant will provide executive support in a one-on-one working relationship, ensuring effective and efficient functioning of the Appolonia City Executive Office. S/he will ensure full confidentiality in all aspects of assignment, management of information flow and follow-up on deadlines and commitments made. The job holder will also support other specific departmental heads.
Responsibilities:
- Coordinate complex scheduling and extensive calendar management, as well as setting up conference calls and organizing catering where necessary.
- Preparing technical and non-technical reports, presentations and correspondence with critical deadlines.
- Running reports, analyzing data, identifying potential issues, and proposing solutions to the Country Head.
- Meet and greet the Country Head’s visitors, ensuring that they are welcomed into a friendly and professional environment
- Use wise judgment to manage and prioritize competing demands
- Follow up deadlines, commitments made, actions taken and coordination of collection and submission of the reports to the Country Head.
- Screening of all incoming communications, filter outgoing correspondence for senior management signature, clearance and further action by other staff; wherever possible.
- Perform administrative and office support, maintenance of filing system and contact database.
- Manage, coordinate, and arrange senior executives’ travel and travel-related activities, including hotel booking, transportation, and meal coordination.
- Support Marketing and Facilities teams in logistics related to external stakeholder events and meetings.
- Identify, anticipate and prepare information required for the Country Head for meetings, preparation, and follow up inward and outwards requests for information, outstanding reports, and correspondence.
- Arrange both internal and external meetings requested and in advance for recurring meetings.
- Handling incoming calls and other communications
- Process expense claims and advances for the Country Head as per requirement.
- Schedule team meetings, prepare agenda and draft minutes.
- Booking and arranging travel, transport and accommodation and logistics for guests whenever required.
- Reminding the Country Head of important tasks and maintaining deadlines.
- Manage filing systems (both electronic and paper) as directed.
- Perform any other duties as assigned from time to time by the Country Head.
Skills and Experience:
- Bachelor’s degree level in a relevant field.
- Minimum 5 years’ relevant experience in supporting C-Suite management.
- Must be experienced in administration, operations, and corporate services.
- Previous experience in multinational companies is preferred.
- Exceptional time management and ability to meet deadlines skills.
- Strong organizational skills and ability to multitask.
- Proficiency in office software packages (Excel, and PowerPoint etc.) MS Teams and other project management software.
- Experience of collating information and producing high quality correspondence, reports and presentations.
- Must be willing to work and live in Appolonia City at Oyibi, in Greater Accra.
- Mature, pragmatic and flexible approach, strong commercial judgment.
- Team player but comfortable working autonomously.
- Exceptional written and verbal communication skills.
- Self-confident, motivated, and independent individual.
- Strong listening skills to be able to get valuable information from employees
- Good negotiation skills.
- Good attention to detail.
- Rigorous and organized approach.
- Hands-on, ready to roll up the sleeves.
Personal characteristics:
- High energy.
- Result-oriented.
- Strong work ethic.
- Ability to work effectively under pressure.
- Readiness to work for long hours without complaining.
How To Apply For The Assistant Role At Appolonia
Please send your updated resume to recruitment@appolonia.com.gh by 30 April 2025, and indicate ‘Executive Assistant’ in the subject line.
Only shortlisted candidates will be contacted.