Job Purpose
To provide high-level administrative and secretarial support to ensure the smooth and efficient operation of the university office. The role requires a proactive, organized individual who can manage scheduling, documentation, communication, and stakeholder relations with professionalism and discretion.
Key Responsibilities
- Office Management: Handle daily office tasks including setting up meetings, taking minutes, generating reports and presentations, filing documents, and reordering office supplies.
- Scheduling & Calendar Management: Provide real-time scheduling support by booking appointments, managing the calendar, and preventing conflicts.
- Travel Coordination: Make travel arrangements, including booking flights, vehicles, and making hotel and restaurant reservations for staff and visitors.
- Communication & Screening: Screen phone calls, route callers to the appropriate stakeholders, and maintain polite and professional communication via phone, email, and mail.
- Reporting & Documentation: Use computers to generate reports, transcribe minutes from meetings, create presentations, and conduct research as required.
- Reception Duties: Greet and assist visitors, ensuring they are directed to the correct personnel.
- Stakeholder Engagement: Anticipate the needs of others to ensure a seamless and positive experience for all stakeholders (students, staff, visitors, and external partners).
Qualifications & Experience
- Education: A Bachelor’s degree in Business Administration, BA in Secretaryship, Project Management, Communication, or a related field.
- Experience: A minimum of 2 years of post-qualification administrative experience.
- Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
Required Competencies & Attributes
- Communication: Excellent verbal and written communication skills; strong minutes and report-writing abilities.
- Organization: Strong organizational skills with exceptional attention to detail and excellent time management; proven ability to meet deadlines.
- Problem-Solving: Razor-sharp problem-solving skills; adept at making quick assessments and identifying the best course of action.
- Multitasking: Proven aptitude to manage and juggle many competing priorities simultaneously.
- Adaptability: Able to learn quickly and move fluidly between collaborative and independent work styles.
- Interpersonal Skills: Strong interpersonal, relationship-building, and networking skills.
- Project Management: Good project management skills.
- Research Ability: The ability to source and synthesize information from various sources.
- Drive: A relentless drive to get things done and a commitment to thinking critically and creatively about social change.
Salary
Competitive
Monthly based
Location
Accra, Greater Accra Region, Ghana
Job Overview
Location
Accra, Greater Accra Region, Ghana