Executive Secretary - Reputable Tertiary Education Institution

A newly accredited tertiary education institution located in a prime area of Accra is seeking talented and dedicated staff to join our academic community. As we prepare to welcome our first cohort of students, we invite talented professionals to join our team to contribute to academic excellence and student success.
We're seeking passionate and dedicated professionals to fill various roles:

Why Join Us?

• Innovative Environment: Be part of a forward-thinking institution shaping the future of education
• Collaborative Culture: Work with a diverse team of passionate professionals
• State-of-the-Art Facilities: Modern infrastructure and cutting-edge technology
• Be part of our mission to empower minds and shape futures. We look forward to welcoming you

Role

An Executive Secretary to the Rector provides high-level administrative, organizational, and logistical support to the Rector, ensuring the smooth operation of the executive office and enabling the Rector to focus on strategic priorities. The ideal candidate will be responsible for providing comprehensive support to the Rector, the Council and managing the Rector’s office operations.

This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality. This position is an outstanding opportunity so we are looking for a highly-motivated person to assume this pivotal role in the evolution of a new University.

Job Functions

The Executive Secretary’s main duties and responsibilities shall include the following:

Provide sophisticated calendar management for Rector. 

• Prioritize inquiries and requests while troubleshooting conflicts. 
• make judgements and recommendations to ensure smooth day-to-day engagements.

Act as a liaison and provide support to the Council. 

• Arrange and handle all logistics for Council meetings and events: 
• schedule meetings; draft agendas; develop, compile, and distribute presentation materials.

Complete a broad variety of administrative tasks that facilitate the Rector’s ability to effectively lead the University College, including: 

• Assisting with special projects; designing and producing complex documents, reports and presentations.
• Collecting and preparing information for meetings with staff and outside parties. 
• Composing and preparing correspondence; maintaining contact lists. 
• Making travel arrangements. 
• Completing expense and mileage reports.

Work closely with the Rector to keep him well informed of upcoming commitments and responsibilities, following up appropriately by; 

• Serving as the primary point of contact for internal and external constituencies on all matters pertaining to the Rector, Including those of a highly confidential or critical nature. 
• Prioritizing and determine appropriate course of action, referral, or response, exercising judgement to reflect Rector’s style and University policy.
• Acting as a "barometer," having a sense for the issues taking place in the environment and keeping the Rector updated.
• Anticipating Rector’s needs in advance of meetings, conferences, etc.
• Providing "gatekeeper" and "gateway" role. 
• Providing a bridge for smooth communication between the Rector and staff. 
• Demonstrating leadership to maintain credibility, trust, and support with the Management Team.

Coordinate all staff meetings and events with the Rector

• Work with the Management Team to coordinate the Rector’s outreach activities. 
• Follow up on contacts made by the Rector to cultivate ongoing relationships. 
• Manage all aspects of Rector’s office services.

Complete projects by assigning work to appropriate staff, on behalf of the Rector.

• Evaluate and assist in developing office policies and procedures for improved work flow and anticipate future needs as the University grows. 
• Assist in the selection of vendors and purchase equipment, services, and supplies necessary for operation of the Rector’s Office.
• Manage information systems operations including hardware, software, desktop support, internal telecommunications, and strategic systems development and planning. 

Provide support in the underlisted areas:

• Replenish office materials such as snacks, printer supplies, paper, office supplies, etc.
• Provide event management support as requested.
• Provide hospitality to all guests and help to create a welcoming environment.
• Answer main phone line and respond to inquiries.
• Process and distribute daily mail.
• Invest in building long-lasting relationships both externally and internally.
• Manage petty cash reimbursements and reconciliation.

Other projects/duties as assigned for the overall benefit of the University College.

Required Skills or Experience

Qualifications, Experience and Skill

• B. A. Secretaryship or related qualification.
• At least 5 years of experience as a Personal Assistant to a Senior Executive.
• Comprehensive understanding of office management systems and applications.
• High degree of professionalism in dealing with diverse groups of people, including Council members, senior management team, staff, community leaders, donors, and funded partners.
• Strong ability to execute work with a diversity, equity, and inclusion lens.
• Significant executive support experience.
• Expert proficiency with Microsoft Office and desktop publishing software; ability to design and edit graphic presentations and materials.
• Strong verbal and written communication skills.
• Exceptional organizational skills and impeccable attention to detail.
• Make appropriate, informed decisions regarding priorities and available time.
• Ability to complete a high volume of tasks and projects with little or no guidance.
• Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.
• Able to maintain a high level of integrity and discretion in handling confidential information.
• Excellent judgment is essential.
• Ability to multitask.
• Thrive in an intense, do-it-yourself, start-up environment.
• Ability to work well within a cross-functional team environment and diverse communities.

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