For a Client in the Tema Heavy Industrial Area, we are looking for a

Bilingual Personal Assistant to the CEO m/f

Female slightly preferred – important is the fluency in English and French and not the gender

Also prefer a 30-43 years old but again, not a must

Purpose of the Job

Responsible for providing administrative/professional and secretarial

Support in managing the CEO’s office.

Key Responsibilities

Schedule and plan all appointments of the CEO in a timely and professional manner.
Screen incoming correspondences, reports, documents, etc. to identify those items requiring priority attention by the CEO.
Undertake correspondence with Embassies, Government Agencies, Associates, Clients, etc. on business matters in a professional manner.
Conduct weekly diary meetings with the CEO to discuss upcoming engagements, invitations and other requests.
Manage appointment calendars in a manner that honours long standing commitments while accommodating new demands and situations as they arise.
Prioritize and manage multiple assignments simultaneously and follow through on issues in a timely manner.
Receive, record and refer all official correspondence to appropriate Officers.
Draft and type letters/memos and documents in line with approved standards. Receive official guests/visitors to the CEO’s office.
Handle internal and external telephone calls with tact and diplomacy.
Communicate and handle incoming and outgoing electronic mails/letters. Maintain sensitive and confidential data/documents.
Responsible for the requisition of logistics for the CEO’s Office.
Maintain database of professional contacts and review them regularly for completeness and accuracy.
Organize meeting and programs directly under the CEO’s purview (e.g. Board meetings, Lunches, inaugurations, etc.)
Take note of birthdays of clients, staff and other important contacts (organizing for gifts and cards to be sent out).
Take note of other important dates and events in the calendar and inform CEO/Management as appropriate.
Find out important events and functions the CEO should be aware of and may want to attend including meetings, outings, exhibitions and conferences (both local and international).
Prepare monthly/periodic reports relating to job function. Perform any other duty(s) assigned by CEO.
Responsible for taking minutes during meetings as required.
Undertake protocol functions/duties in the following areas:

Passport Acquisition /Visa Acquisition

Ticketing

Airport pick-ups and drop off

Hotel Reservations/Accommodation

JOB SPECIFICATION

Education

Bachelors Degree or equivalent professional qualification in Secretaryship, Business Administration or related field.

Experience

Three (3) years of relevant working experience in related role.

Knowledge & Skills

Good knowledge of administrative and clerical procedures and systems such as managing files and records, stenography and transcription, designing forms, and other office procedures.
Experience in handling a wide range of administrative and executive support related tasks with little or no supervision.
Excellent calendar management skills including the coordination of executive meetings and minutes recording and reporting.
Ability to adhere to sensitive deadlines, maintain confidential materials and work independently on multiple tasks/assignments.
Excellent interpersonal and communications skills with demonstrated ability to effectively interact and work well with all levels of staff as well as visitors.
Strong organizational ability and problem solving skills with capacity to establish systems that improve office management activities and work flow.
Strong knowledge of MS Office, including Word, Excel, PowerPoint, MS Project and email software. Very good communication and interpersonal skills.
Good planning and organizing skills.

Location

The Company is based in Tema Heavy Industrial Area

Working Days

This is a 5-day a week job but occasionally you might need to work half days on Saturdays

Salary + Benefits

Target Salary for this role is 3.000- 5.000 net – depending on your experience and qualifications please.

How-to Apply

As a professional, we expect you to properly follow these instructions please:

Apply only if you really qualify – must have solid admin/ Secretarial as described above-
please no candidates with irrelevant experiences!!!!
your CV should have accomplishments and not a mere list of tasks/duties per role – a generic CV will not ‘fly’ with the client.
Send us your highly customized 2-3 page CV(longer CVs will be rejected since they do not reflect an ability to communicate with brief focused clear sentences) CV in Word�(so NO PDF files please) to: CV @ HIREgh . com (remove empty spaces) with the appropriate heading: ‘PA Bilingue’ in your email’s subject/ Title line. Please do not type PA or Admin or Secretary instead – your application will get mixed with other openings
If you just type executive or Sales manager, your CV will be processed but ‘lost’ in our CV repository
Ideally, please use Arial font Number 10 for all of your CV and Arial font Number 12 and capitals for your headings, please
Also, please indicate when is the earlier that you can start
Give us your WhatsApp number, please
Once again: DO NOT SEND a CV that is 4 pages long nor a CV in PDF format or as GoogleDoc –our ATS is set to ignore CVs longer than 3 pages
Please: No Google Docs either – we do not have permission to open them and getting one from you is too complex
If you don’t follow these instructions, you will not be considered for these roles

A FAIR WARNING

: if you don’t customize your CV don’t expect that it will go through with flying colors and the client will invite you for an interview

We are looking forward to receiving your CV and meeting with you this week.

Thank you,

HIREghana

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Disclaimer

We do NOT charge any fees – basically we do NOT work for you; so be extremely polite with us
We will ignore any application if our instructions are not followed (up).
We might amend, delete or expire jobs at any time without notification.
We reserve the right not to proceed with filling the position.
An application will not in itself entitle the applicant to an interview.
We only follow up with successful candidates.