Executive Assistant

JOB DESCRIPTIONExecutive Assistant to the Managing DirectorCompany: G&J Technical Services Ltd.Department: Office of the Managing DirectorReports To: Managing DirectorLocation: Accra, Ghana1. ROLE PURPOSEThe Executive Assistant to the Managing Director is responsible for providing high-level executive, administrative, coordination and follow-up support to the Managing Director.The role goes beyond traditional secretarial responsibilities. The Executive Assistant will serve as a key coordination point for the Office of the Managing Director, ensuring that the MD's priorities, meetings, correspondence, commitments, projects and action items are properly organised, tracked and followed through.The successful candidate must be highly organised, proactive, discreet, commercially aware and capable of operating effectively in a fast-paced environment involving customers, suppliers, employees, Directors, financial institutions and other external stakeholders.A critical measure of success in this role is ensuring that nothing important falls through the cracks.2. KEY RESPONSIBILITIESA. Executive & Calendar ManagementManage and coordinate the Managing Director's calendar, meetings, appointments and business engagements.Prioritise meeting requests based on urgency, importance and business relevance.Ensure the MD is adequately prepared for meetings with relevant documents, background information and outstanding action points.Maintain visibility over upcoming deadlines, commitments, payments, meetings, submissions and important business events.Coordinate internal and external meetings involving the MD.Proactively identify scheduling conflicts and resolve them before they become issues.Protect the MD's time by ensuring meetings are purposeful and appropriately prioritised.B. Action Tracking & Follow-UpA major responsibility of the Executive Assistant will be ensuring execution of decisions made by the Managing Director.The EA will:Maintain a central MD Action Tracker covering key decisions, assignments and commitments.Record actions arising from management, sales, operational, project and client meetings.Clearly identify the responsible person, required action and deadline.Follow up with responsible employees before deadlines.Escalate overdue or high-risk items to the MD.Provide the MD with concise updates on outstanding actions.Ensure verbal instructions and WhatsApp/email discussions requiring action are captured and followed through.Follow up on information or reports requested by the MD from departments.The EA is expected to actively drive closure, rather than simply record outstanding items.C. Client & Commercial SupportAssist the MD in coordinating communication with key clients and strategic accounts.Maintain a database of important client contacts and key decision-makers.Track important quotations, proposals, negotiations and commercial commitments requiring MD attention.Remind the MD of important client follow-ups.Coordinate meetings, site visits and presentations involving strategic customers.Assist with preparation and organisation of documents required for important commercial meetings.Maintain confidentiality regarding pricing, negotiations and commercial strategy.Track commitments made by the MD to clients and ensure the appropriate department follows through.D. Projects & Business Priority MonitoringThe EA will maintain high-level visibility over major projects and strategic opportunities being personally monitored by the Managing Director.Responsibilities include:Maintain an MD Priority Project Dashboard.Track important milestones including quotations, purchase orders, payments, production, shipping, delivery, installation and commissioning where applicable.Obtain updates from Sales, Finance, Logistics, Technical and Service teams.Highlight delays, risks or decisions requiring MD intervention.Ensure commitments made to clients are communicated internally and monitored.Prepare concise project status summaries when requested.The EA is not expected to manage technical execution of projects but must ensure that the MD maintains visibility over important developments.E. Management & Departmental CoordinationServe as an administrative coordination point between the MD and Heads of Department.Follow up on reports, assignments and information requested by the MD.Coordinate management meetings and ensure agendas are circulated where required.Take concise meeting minutes focused primarily on decisions and actions.Circulate action points after meetings.Follow up with responsible managers on agreed actions.Track recurring management reports and ensure timely submission.Assist the MD in maintaining accountability across departments without replacing the authority of departmental managers.F. Email & Correspondence ManagementAssist in monitoring and organising the MD's business correspondence.Identify emails requiring urgent MD attention.Draft routine correspondence, letters and responses for MD review.Follow up on emails where responses have not been received.Maintain organised electronic records of important correspondence.Ensure important requests received through email are captured in the appropriate action tracker.Maintain a professional standard of written communication on behalf of the Office of the Managing Director.G. Meeting ManagementFor important meetings, the EA should support the complete meeting cycle:Before meetingsConfirm attendees.Prepare agenda.Assemble relevant documents.Highlight previous outstanding actions.Brief the MD where necessary.During meetingsRecord key decisions.Capture actions, owners and deadlines.After meetingsCirculate agreed actions where appropriate.Update the MD Action Tracker.Follow up until actions are completed.H. Reports & Executive InformationCollect departmental reports required by the Managing Director.Assist in consolidating information into executive summaries.Maintain organised records of management reports.Highlight significant issues requiring MD attention.Assist with preparation of presentations, reports and briefing documents.Maintain historical records that allow the MD to quickly retrieve previous decisions, correspondence or commitments.I. Supplier & External Stakeholder CoordinationCoordinate meetings and correspondence with key suppliers, OEM partners, banks, consultants and other strategic partners.Maintain updated contact details for important external stakeholders.Track information or documentation requested from external parties.Coordinate travel arrangements, supplier visits and business meetings where required.Ensure follow-up on commitments made during supplier or stakeholder meetings.J. Confidentiality & Executive Office AdministrationThe Executive Assistant will have access to commercially and organisationally sensitive information and must maintain the highest level of discretion.This may include:Pricing and margins.Employee matters.Management discussions.Client negotiations.Supplier pricing.Banking and financial information.Contracts and commercial agreements.Strategic initiatives.Board and Director-level discussions.Unauthorised disclosure of confidential information will constitute a serious breach of responsibility.3. DAILY / WEEKLY EXECUTIVE RHYTHMThe EA should establish a structured operating rhythm around the Managing Director.DailyMorning BriefProvide the MD with a concise overview of:Today's meetings.Important deadlines.Urgent correspondence.Client follow-ups.Outstanding approvals.Critical actions requiring attention.End-of-Day ReviewHighlight:Actions completed.Items still outstanding.New priorities.Issues requiring escalation.Important commitments for the following day.WeeklyPrepare a short MD Weekly Priority Report covering:Top priorities for the week.Key client opportunities.Major project updates.Outstanding payments/collections requiring MD attention.Important internal actions.Overdue actions.Decisions required from the MD.Important meetings and deadlines for the coming week.4. KEY PERFORMANCE INDICATORS (KPIs)Performance should be measured primarily on organisation, responsiveness and execution.Executive OrganisationAccuracy and management of MD calendar.Minimal missed meetings or commitments.Quality of meeting preparation.Action ClosurePercentage of MD actions followed up before deadline.Reduction in overdue management actions.Accuracy of action tracking.Target: Minimum 90% of tracked actions followed up before their due date.ResponsivenessTimely escalation of urgent matters.Speed of response to MD requests.Timeliness of requested information and reports.Meeting EffectivenessAgendas prepared where required.Action points documented promptly.Follow-ups completed after meetings.Information ManagementAbility to retrieve important correspondence and documents quickly.Accuracy of project/client trackers.Timely preparation of executive summaries.CommunicationProfessional quality of correspondence.Effective communication with employees, clients and external stakeholders.Appropriate judgement regarding matters requiring MD attention.ConfidentialityZero unauthorised disclosure of confidential information.5. REQUIRED QUALIFICATIONS & EXPERIENCEBachelor's degree in Business Administration, Management, Communications, Finance or a related discipline.Minimum 3–5 years' experience in an Executive Assistant, Personal Assistant, Project Coordination or similar professional role.Experience supporting a Managing Director, CEO or senior executive would be strongly preferred.Strong proficiency in Microsoft Outlook, Word, Excel and PowerPoint.Strong written and verbal communication skills.Excellent organisational and time-management capability.6. REQUIRED COMPETENCIESThe ideal candidate must demonstrate:Exceptional OrganisationProactivenessFollow-ThroughCommercial AwarenessJudgementConfidenceDiscretionCommunicationAttention to DetailComposure