Executive Assistant - Puma Energy

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

ROLES AND RESPONSIBILITIES:

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.

SKILLS AND REQUIREMENTS:

• 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

Experience: 

• 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.

Skills:  

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

Competencies:

• 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