Executive Assistant (French Speaking) at Wayoe Engineering and Construction Limited

• The ideal candidate will provide high-level administrative support by conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. Train and supervise lower-level staff.

Performance Areas / Outputs

• The executive assistant’s responsibilities include managing calendars, making travel arrangements, and preparing expense reports. To be successful in this role, you should be well-organized, have great time management skills, and be able to act without guidance.

The Executive Assistant will contribute to the efficiency of our business by providing personalized and timely support to executive members.

• Initial support on the set up of the new offices in Accra.
• Act as the point of contact among executives, employees, clients, and other external partners
• Manage information flow in a timely and accurate manner.
• Manage executives’ calendars and set up meetings.
• Make travel and accommodation arrangements.
• Track daily expenses and prepare weekly, monthly, or quarterly reports.
• Oversee the performance of other office staff, Receptionist, cleaners etc.
• Format information for internal and external communication – memos, emails, presentations, reports
• Take minutes during meetings. Setting up and booking of Boardrooms
• Screen and direct phone calls and distribute correspondence.
• Organize and maintain the office filing system.
• Maintaining office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
• Keeping equipment operational by following manufacturer instructions and establishing procedures.
• Securing information by completing database backups
• Providing historical references by utilizing filing and retrieval systems
• Contributing to team effort by accomplishing related results as needed
• Maintaining the high quality and ISO certification standards of WEC

Skills & Competencies Required
Educational and professional qualifications and skills:

• Must speak, read & write English & French fluently.
• Work experience as an Executive Assistant, Personal Assistant, or similar role
• Excellent MS Office knowledge (Excel, Work, PowerPoint etc.)
• Outstanding organizational and time management skills
• Familiarity with office gadgets and applications (e.g., e-calendars and copy machines)
• Excellent verbal and written communications skills
• Discretion and confidentiality
• High School degree
• PA diploma or certification is a plus.

Managerial and other skills:

• Resourceful
• Innovative
• Proactive
• Work independently.
• Communicate effectively, maintaining relationships.
• Effective people management skills
• Stress handling
• Practical management
• Integrity and honesty
• Assertiveness