EXECUTIVE ADMINSTRATOR

Accra - Ghana

Monthly Salary: Not Disclosed

Posted on: 18 hours ago

Vacancies: 1 Vacancy

Job Summary

OFFICE MANAGEMENT

Responsible for the smooth running of the office (physical and virtual) by ensuring that it is open and running during the course of opening hours whatever that will be

Responsible for manning of the telephones appointments documentations correspondence (paper and electronic/digital)

Responsible for all other Administrative Staff and Volunteers and ensuring that they are at post when required or contracted to be

Collating and filing all information in relation to staff and volunteers and ensuring all checks including references and police reports have been done where required

Responsible for the collection and management of data and relevant information including information necessary for fundraising and other activities

Ensuring that all equipment are in working order including vehicles and all other machinery used in the course and for the promotion of the work of the Foundation

Ensuring that there are adequate levels of supply such as stationary ink etc

Ensuring that all amenities are available and working

Will liaise with all professional service providers including Lawyers Accountants Banks Contractors as necessary

Will interface with stakeholders including Donors and Beneficiaries

Keep an organisational Calendar for Board Meetings Donor meetings and project timelines etc

Arrange travel requirements on behalf of the Foundation

ADMIN

Provide Administration and Secretarial duties to the organisation and or delegate such duties to the appropriate competent personnel

Provide Administration and Secretarial duties to the Board including but not exclusive to setting up Board meetings attending taking minutes and sharing minutes. Preparing for and following up on action points etc.

Ensuring that correspondence (hardcopies or digital) are speedily and efficiently dealt with

Ensure annual reports and returns to the relevant government organisations including Ghana Revenue Authority Registrar General Municipal Office Ministry of Gender etc as necessary

FINANCE

Liaise with the appropriate Board Member and the organisations Accountant to ensure that all Tax liabilities are met at the appropriate time in order not to incur penalties

Ensure that all staff and volunteers are paid on time

Ensuring that all amenities are paid and on time

Managing a healthy petty cash system to ensure that emergencies can be handled with minimum disruption

Ensure that all due funds including donations (general and project) are received in the appropriate or assigned accounts

Any other duties that are in line with the position.

Requirements

Education & Experience

Bachelors degree in Business Administration Management Communications or a related field.
Minimum of 35 years experience in an executive support or senior administrative role.
Demonstrated experience supporting senior leaders is an advantage

Skills & Competencies

Exceptional organizational and time-management skills with the ability to multitask effectively.
Strong written and verbal communication skills.
High level of discretion with proven ability to handle sensitive information.
Proactive mindset with strong problem-solving abilities.
Professional presence and excellent interpersonal skills.
Ability to work independently while maintaining strong collaboration with teams.

Technical Skills

Advanced proficiency in Microsoft Office Suite (Word Excel PowerPoint Outlook).
Comfortable using virtual meeting platforms and digital collaboration tools
Experience with CRM systems travel coordination tools or expense management software is pleased

Education & Experience
Bachelors degree in Business Administration Management Communications or a related field.
Minimum of 35 years experience in an executive support or senior administrative role.
Demonstrated experience supporting senior leaders is an advantage.
Skills & Competencies
Exceptional organizational and time-management skills with the ability to multitask effectively.
Strong written and verbal communication skills.
High level of discretion with proven ability to handle sensitive information.
Proactive mindset with strong problem-solving abilities.
Professional presence and excellent interpersonal skills.
Ability to work independently while maintaining strong collaboration with teams.
Technical Skills
Advanced proficiency in Microsoft Office Suite (Word Excel PowerPoint Outlook).
Comfortable using virtual meeting platforms and digital collaboration tools.
Experience with CRM systems travel coordination tools or expense management software is a plus.

OFFICE MANAGEMENT Responsible for the smooth running of the office (physical and virtual) by ensuring that it is open and running during the course of opening hours whatever that will be Responsible for manning of the telephones appointments documentations correspondence (paper and elect...