Executive Assistant - Puma Energy

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Executive Assistant - Puma Energy

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1. Patiently scroll down and read the job description below.

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To support the Puma Ghana GM and Deputy GM with all administrative functions.


Executive Assistant

  • Manage Puma Ghana GM’s diaries, including meeting rooms, VC’s and conference calls.
  • Screen all incoming calls into the GM’s office
  • All travel arrangements for Puma Ghana GM’s and any other employee.
  • Manage all Board Executive travel matters whilst in Ghana
  • Manage Puma Ghana GM’s expense claims
  • Guest services on behalf of Puma Ghana GM
  • Manage visa applications and Puma Ghana GM’s and other staff on official travels
  • Review of invoices for Puma Energy, if correct ensure invoice is sent to accounts for payment
    • Flights
    • Hotel
    • Lunches / Dinners
    • Visas
  • Booking of transfers for guests
  • Booking of lunches and dinners
  • Coordinating large meetings for Trafigura and Puma Energy entities
  • Providing letter of invitations various travelers for visa applications
  • Handling of highly confidential information and ensuring all information is handled in a sensitive manner
  • Hosting of large meetings such as GM’s meetings and Budget meetings (agendas, logistics, catering etc. for groups)
  • Assisting with the coordination of the annual Christmas party
  • Assisting with minutes of Leadership meetings.
  • Balance conflicting priorities in order to manage workflow and meet critical deadlines
  • Interact professionally with clients and associates at all times, interact with a variety of individuals in a courteous, professional manner
  • Work as a competent member of the team, willingly providing back-up support for co-workers when appropriate and actively supporting other departments
  • Compiling presentations for different departments ensuring the look professional and to company standard
  • Ad hoc private requests by Puma Ghana GM’s and families.



Office Management

  • Greet and welcome guests as soon as they arrive at the office.
  • Direct visitors to the appropriate person and office
  • Answer, screen and forward incoming phone calls
  • Ensure reception area is tidy and presentable, with all necessary stationery and material (e.g. pens, forms and brochures)
  • Provide basic and accurate information in-person and via phone/email
  • Receive, sort and distribute daily mail/deliveries
  • Maintain office security by following safety procedures and controlling access via the reception desk (monitor logbook, issue visitor badges)
  • Order office supplies and keep inventory of stock
  • Manage the meeting rooms and all office management activities.
  • Oversee reception functions
  • Oversee driver functions
  • Manage security and access control
  • Analyzes space utilization effectiveness and changing demands for space needs
  • Identifies and resolves facility utilization conflicts between departments
  • Compile office layouts as the need arises with maximum use of the space
  • Receive sort and route mail, documents and deliveries
  • Monitoring of incoming and outgoing couriers
  • Liaison with courier companies
  • Schedule Video Conferences in the available Video Conference meeting rooms
  • Liaise with the relevant countries in which the Video Conference will take place
  • Scheduling Video Conferences on TMS System
  • Issuing of Video Conference confirmations


Switchboard Duties

  • Monitor company asset conditions on a continuous basis and report back to business
  • Devise and maintain office systems including data management, filling etc.
  • Coordination of various office related projects.
  • Prepare projects resources and deliverables.
  • Oversee the Reception area, Office Space, Furniture, Beautification and Maintenance.
  • Ensure that service level agreements are in place.
  • Travel Management
  • Review all agreements and ensure they have been reviewed by legal department.
  • General Admin management including mailing, parking, pest control.
  • Stock control to provide for required refreshments, stationery and other office needs.
  • Oversee cleaning regime
  • Oversee maintenance of the building and its contents.



  • Full comprehension of office management systems and procedures
  • Excellent knowledge of MS Office
  • Proficiency in English
  • Exemplary planning and time management skills
  • Up-to-date with advancements in office gadgets and applications
  • Ability to multitask and prioritize daily workload
  • High level verbal and written communications skills
  • Discretion and confidentiality
  • First degree; additional qualification as personal assistant would be considered an advantage
  • Discretion and confidentiality




  • Proven experience as an executive administrative assistant, senior executive assistant or in other secretarial position
  • A First degree in business administration or related qualifications
  •  2 - 3 years of experience in handling a superior or similar role in a multi-cultural environment.


  • Strong computer skills required:
  • MS Office and Word and PowerPoint in particular.



  • Organizational and planning skills
  • Communication skills
  • Information gathering and monitoring skills
  • Problem-analysis and problem-solving skills
  • Judgment and decision-making ability
  • Initiative
  • Confidentiality
  • Team member
  • Attention to detail and accuracy
  • Adaptability

Key Relationships and Department Overview:

  • Internal – Ghana GM / Ghana Leadership, Regional and Global Managers, Global Secretaries
  • External – Embassies/ Hotels / Airline Agents
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