Executive Assistant - Dikan Center

The DIKAN Center is seeking an Executive Assistant to provide high-level administrative support to the CEO. Reporting directly to the CEO, the Executive Assistant provides executive support in a one-on-one working relationship. The Executive Assistant also serves as a liaison to the board of directors and senior management teams; organizes and coordinates executive outreach and external relations efforts, and oversees special projects.

The Executive Assistant must be creative and enjoy working within an entrepreneurial environment. Adaptability and the ability to respond quickly to change are essential attributes for a successful candidate. The ideal individual will have the ability to exercise good judgment in a diversity of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities.

Success in this role means keeping the CEO’s office running smoothly while maintaining a high level of client satisfaction and profitability.

KEY RESPONSIBILITIES

ADMINISTRATIVE

• Ability to work under pressure and handle sensitive matters with a high level of confidentiality and discretion, and without need for direct supervision.
• Manage an active calendar of appointments, compose and prepare correspondence for internal announcements, board meetings, and organizations that the executive is involved with. Develop agendas and compile documents for pre-reads for future meetings.
• Arrange travel and accommodation for executives, prepare and reconcile expense reports.
• Work closely and effectively with the CEO to keep him informed of upcoming commitments and responsibilities, following up appropriately. Act as a "barometer," have a sense of the issues taking place in the environment and keep the CEO updated.
• ·Manage office services by ensuring office operations and procedures are organized, correspondences are controlled, filing systems are designed, supply requisitions are reviewed and approved, and clerical functions are properly assigned and monitored.
• ·Plan, coordinate and ensure the CEO's schedule is followed and respected. Provide a "gatekeeper" and "gateway" role, creating win-win situations for direct access to the CEO's time and office.
• Manage office services by ensuring office operations and procedures are organized, correspondences are controlled, filing systems are designed, historical references are established, supply requisitions are reviewed and approved, and clerical functions are properly assigned and monitored.

RESEARCH, COMMUNICATION AND COORDINATION

• Communicate directly, and on behalf of the CEO, with Board members, team and management, and others, on matters related to CEO’s priorities.
• Research, prioritize, and follow up on incoming issues and concerns addressed to the CEO, including documents of sensitive or confidential nature. Determine the appropriate course of action, referral, or response.

• Update the CEO’s bio on all social media platforms and respond to requests for materials regarding the CEO and the organization in general.
• Design, develop and implement office policies by setting up procedures and standards to guide the operation of the office.
• Participate as an adjunct member of the Leadership Team including assisting in scheduling meetings and attending all meetings
• ·Facilitate the effective and efficient use of available resources for excellent service delivery
• Conserve the Executive's time by reading, researching, collecting and analyzing information as needed, in advance. Prepare the CEO with the right documents and information for his meetings.
• Complete Adhoc projects as assigned – such as personal events and/or family needs. Be responsive to emails/texts/phone calls, with contact outside normal business hours

SKILLS, QUALIFICATIONS AND DEMANDS:

• Bachelor's degree and at least 3 years of proven office management, administrative, or assistant experience.
• In lieu of a Bachelor's degree, at least 7 years of experience in a C-suite executive assistant capacity.
• Advanced Proficiency in Microsoft Office (Outlook, Word, Excel, and PowerPoint).
• Ability to communicate effectively and professionally.
• A creative mind with an ability to suggest improvements.
• Strong organizational and planning skills.
• Excellent time management skills and ability to multitask and prioritize work. Attention to detail and problem-solving skills.
• Flexible hours as dictated by the needs of business for projects and meetings. Willingness to travel outside Accra and Ghana, 30% of the time.

PREFERRED ATTRIBUTES:

• Business sense - has a strong business sense and can decipher priorities and make sound judgment calls when needed.
• Commitment to excellence - perform duties at the highest level possible on a consistent basis.
• Excellent communicator - able to interact with people of all levels in a confident, professional manner.
• Demonstrate ability and temperament to work with sensitive information. Team player - have team-oriented experience and approach.
• Service focus - dedicated to meeting the expectations of the CEO and other senior executives by maintaining effective relationships with interested parties.
• Ability to think outside of the box with a sense of urgency.