Personal Assistant at Deola Sagoe

Job description

The Personal Assistant will provide administrative and secretarial support to the Executive Director by conducting research, preparing reports, handling special projects & information requests, preparing correspondence, receiving visitors, arranging conference calls and scheduling meetings.

Key Elements of the role

• Report to the Executive Director
• Pro-active plan and manage the Executive Director’s time and appointments to enable the Executive Director focus on delivering strategic objectives and business goals
• Work in line with the Executive Director’s work habits and preferences
• Act as the central contact point for the Executive Director, screening telephone calls, enquiries and requests and handling them where appropriate
• Ensure that decisions and work is appropriately delegated in the absence of the Executive Director
• Review and attend to all forms of correspondence and communicate on behalf of the Executive Director
• Complete administrative and project related work delegated from the Executive Director
• Represent the Executive Director in a professional manner to internal and external clients
• Organize all travel logistics for the Executive Director as required
• Ensure appropriate venue and equipment booking for events including refreshments where appropriate
• Set up and maintain annual calendar of meetings and events across the business
• Ensure the Executive Director is well prepared and has relevant documentation for meetings
• Prepare and distribute agendas, pre-reading papers and rooms for meetings
• Accurately record minutes of various meetings and distribute to relevant parties in a timely manner
• Manage the practical and administrative requirements for organizational events as required

Desired Skills & Experience

• A good degree in a relevant field with at least 3 years of proven experience providing executive support in a structured organisation
• Experience in the retail industry or in a fast growing company is an advantage
• Excellent poise, presence, and presentation skills
• Very strong interpersonal skills and the ability to build relationships with stakeholders, including Board of Directors, Senior Management Team and external partners
• Discretion and trustworthiness: you will often be party of confidential information
• Strong organizational and analytical skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
• Expert level written and verbal communication skills
• Demonstrated proactive approaches to problem-solving with strong decision-making capability
• Able to see the big picture and provide useful and strategic advice and input across the company and on the executive team
• Highly professional and ethical with ability to maintain confidentiality
• A strong change agent and communicator
• Excellent people management and development skills
• Possess excellent leadership and business partnering skills to achieve results through organisational resources
• Demonstrated process improvement skills
• Ability to coordinate external partners
• Self-starter with mature analytical skills and ability to work under pressure
• Innovative and forward thinking, with a track record of executing new ideas
• Excellent organisational skills
• Good negotiation and persuasion skills
• A good working knowledge of Microsoft Office tools such as Word, Outlook and Excel