New Job Advert at Puma Energy

Here is a new job advert at Puma Energy. The leading global energy business is looking to hire an executive assistant.

To provide support to the Puma Ghana GM and Deputy GM with all administrative functions.

ROLES AND RESPONSIBILITIES:

Executive Assistant

Manage Puma Ghana GM’s diaries, including meeting rooms, VC’s and conference calls.
Screen all incoming calls into the GM’s office
All travel arrangements for Puma Ghana GM’s and any other employee.

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Manage all Board Executive travel matters whilst in Ghana
Manage Puma Ghana GM’s expense claims
Guest services on behalf of Puma Ghana GM
Manage visa applications and Puma Ghana GM’s and other staff on official travels
Review of invoices for Puma Energy, if correct ensure invoice is sent to accounts for payment

Flights
Hotel
Lunches / Dinners
Visas
Booking of transfers for guests
Booking of lunches and dinners
Coordinating large meetings for Trafigura and Puma Energy entities
Providing letter of invitations various travelers for visa applications
Handling of highly confidential information and ensuring all information is handled in a sensitive manner

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Hosting of large meetings such as GM’s meetings and Budget meetings (agendas, logistics, catering etc. for groups)
Assisting with the coordination of the annual Christmas party
Assisting with minutes of Leadership meetings.
Balance conflicting priorities in order to manage workflow and meet critical deadlines
Interact professionally with clients and associates at all times, interact with a variety of individuals in a courteous, professional manner
Work as a competent member of the team, willingly providing back-up support for co-workers when appropriate and actively supporting other departments
Compiling presentations for different departments ensuring the look professional and to company standard
Ad hoc private requests by Puma Ghana GM’s and families.

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Greet and welcome guests as soon as they arrive at the office.
Direct visitors to the appropriate person and office
Answer, screen and forward incoming phone calls
Ensure reception area is tidy and presentable, with all necessary stationery and material (e.g. pens, forms and brochures)
Provide basic and accurate information in-person and via phone/email
Receive, sort and distribute daily mail/deliveries
Maintain office security by following safety procedures and controlling access via the reception desk (monitor logbook, issue visitor badges)
Order office supplies and keep inventory of stock
Manage the meeting rooms and all office management activities.
Oversee reception functions
Oversee driver functions
Manage security and access control
Analyzes space utilization effectiveness and changing demands for space needs
Identifies and resolves facility utilization conflicts between departments
Compile office layouts as the need arises with maximum use of the space
Receive sort and route mail, documents and deliveries
Monitoring of incoming and outgoing couriers
Liaison with courier companies
Schedule Video Conferences in the available Video Conference meeting rooms
Liaise with the relevant countries in which the Video Conference will take place
Scheduling Video Conferences on TMS System
Issuing of Video Conference confirmations

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Switchboard Duties

Monitor company asset conditions on a continuous basis and report back to business
Devise and maintain office systems including data management, filling etc.
Coordination of various office related projects.
Prepare projects resources and deliverables.
Oversee the Reception area, Office Space, Furniture, Beautification and Maintenance.
Ensure that service level agreements are in place.
Travel Management
Review all agreements and ensure they have been reviewed by legal department.
General Admin management including mailing, parking, pest control.
Stock control to provide for required refreshments, stationery and other office needs.
Oversee cleaning regime
Oversee maintenance of the building and its contents.

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Full comprehension of office management systems and procedures
Excellent knowledge of MS Office
Proficiency in English
Exemplary planning and time management skills
Up-to-date with advancements in office gadgets and applications
Ability to multitask and prioritize daily workload
High level verbal and written communications skills
Discretion and confidentiality
First degree; additional qualification as personal assistant would be considered an advantage
Discretion and confidentiality
First degree; additional qualification as personal assistant would be considered an advantage

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Experience:

Proven experience as an executive administrative assistant, senior executive assistant or in other secretarial position
A First degree in business administration or related qualifications
2 – 3 years of experience in handling a superior or similar role in a multi-cultural environment.

Latest Job Openings:

Skills:

Strong computer skills required:

MS Office and Word and PowerPoint in particular.

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Competencies: