EXECUTIVE ASSISTANT

Job Description

About the Role

We are seeking a highly organised, proactive, and resourceful Executive Assistant to provide direct support to a dynamic entrepreneur and founder managing multiple professional, business, and strategic commitments.

This role is ideal for an individual who thrives in fast-paced environments, enjoys solving problems independently, and can effectively manage competing priorities with minimal supervision. The successful candidate will serve as a trusted partner to the Founder, helping coordinate schedules, manage projects, oversee  communications, conduct research, and ensure that both business and personal priorities are executed efficiently.

This is not a traditional administrative support role. We are looking for someone capable of operating as an extension of the founder, anticipating needs, identifying opportunities for efficiency, and helping maintain structure in a demanding and constantly evolving environment.

Candidates currently pursuing an MBA or those who have completed an MBA are strongly encouraged to apply.

Key Responsibilities

Executive Support & Calendar Management

• Manage and maintain the Founder’s calendar, appointments, meetings, and commitments.
• Coordinate scheduling across multiple stakeholders, ensuring optimal use of the Founder’s time.
• Arrange and confirm meetings, calls, and engagements.
• Prepare daily, weekly, and monthly schedules and briefing notes.
• Track deadlines, commitments, and follow-up actions.

 Communication & Correspondence Management

Post Job Feature

• Monitor and manage professional communications on behalf of the Founder where required.
• Draft  emails, letters, reports, presentations, and other professional correspondence.
• Serve as a point of contact for selected stakeholders, partners, and service providers.
• Ensure timely follow-up on outstanding matters and commitments.

Operations & Project Coordination

• Assist in coordinating ongoing business projects and initiatives.
• Track project milestones, deliverables, and action items.
• Liaise with internal and external stakeholders to ensure timely execution of tasks.
• Maintain organised records, documentation, and operational systems.
• Support the implementation and improvement of business processes.

Research & Strategic Support

• Conduct market, industry, competitor, and business research as required.
• Prepare summaries, reports, and recommendations to support decision-making.
• Gather and organise information for meetings, presentations, proposals, and strategic initiatives.
• Assist with special projects and business development activities.

Administrative & Personal Support

• Coordinate travel arrangements, logistics, and itineraries when required.
• Manage selected personal and professional errands.
• Assist with vendor coordination and service provider management.
• Support the Founder in maintaining organisation across both professional and personal priorities.

Confidentiality & Trust Management

Financial Management Services

• Handle highly confidential business and personal information with discretion and professionalism.
• Maintain strict confidentiality regarding communications, business operations, financial information, strategic plans, and personal matters.
• Demonstrate sound judgement when handling sensitive information and situations.

Qualifications & Experience

Required

• Bachelor’s Degree in Business Administration, Management, Economics, Communications, Social Sciences, or a related field.
• Currently pursuing an MBA or possession of an MBA from a recognised institution.
• Minimum of two (2) years of relevant professional experience in executive support, operations, project coordination, administration, consulting, or related functions.
• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong proficiency in Google Workspace (Docs, Sheets, Slides, Calendar, Drive, Gmail).
• Excellent written and verbal communication skills.
• Ability to work independently and exercise initiative.
• Ability to commute independently to Airport Residential Area, Accra.

Preferred

• Previous experience supporting founders, executives, entrepreneurs, or senior leadership.
• Experience coordinating multiple projects simultaneously.
• Familiarity with project management tools such as Asana, ClickUp, Trello, Notion, Monday.com, or similar platforms.
• Experience using AI productivity tools such as ChatGPT, Claude, Gemini, or equivalent technologies.

Key Competencies

We are particularly interested in candidates who demonstrate:

Communications & Media Studies

• Exceptional organisational and time management skills.
• Strong attention to detail.
• High level of professionalism and discretion.
• Excellent problem-solving abilities.
• Strong critical thinking and analytical skills.
• Ability to anticipate needs and take initiative.
• Adaptability and flexibility in dynamic environments.
• Strong interpersonal and stakeholder management skills.
• Emotional intelligence and sound judgement.
• Ability to prioritise effectively under pressure.
• Dependability, accountability, and ownership mentality.

Working Arrangement

• Primarily in-person.
• Standard business working hours.
• Occasional flexibility may be required depending on business priorities, meetings, travel, or urgent matters.
• Contract/consultancy engagement with potential for renewal based on performance and mutual agreement.

What Success Looks Like

Within the first 90 days, the successful candidate should be able to:

Email & Messaging

• Establish an effective system for managing the Founder’s calendar, priorities, and commitments.
• Improve organisation and visibility across key projects and responsibilities.
• Create efficient processes for scheduling, follow-ups, and communication management.
• Demonstrate reliability, initiative, and sound judgement in handling day-to-day responsibilities.
• Become a trusted operational partner who enables the Founder to focus on high-value strategic activities