Executive Administrator – OML Africa

Administration & Office Support
Accra
February 27, 2026
Full Time
Urgent
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Job Description

Job Description

OFFICE MANAGEMENT

•      Responsible for the smooth running of the office (physical and virtual) by ensuring that it is open and running during the course of opening hours whatever that will be  

•      Responsible for manning of the telephones, appointments, documentations, correspondence (paper and electronic/digital)

•      Responsible for all other Administrative Staff and Volunteers and ensuring that they are at post when required or contracted to be

•      Collating and filing all information in relation to staff and volunteers and ensuring all checks including references and police reports have been done where required

•      Responsible for the collection and management of data and relevant information including information necessary for fundraising and other activities

•      Ensuring that all equipment are in working order including vehicles and all other machinery used in the course and for the promotion of the work of the Foundation

•      Ensuring that there are adequate levels of  supply   such as stationary, ink etc

•      Ensuring that all amenities are available and working

•      Will liaise with all professional service providers including Lawyers, Accountants, Banks, Contractors as necessary

•      Will interface with stakeholders including Donors and Beneficiaries

•      Keep an organisational Calendar for Board Meetings, Donor meetings and project timelines etc

•      Arrange travel requirements on behalf of the Foundation

ADMIN

•      Provide Administration and Secretarial duties to the organisation and or delegate such duties to the appropriate competent personnel

•      Provide Administration and Secretarial duties to the Board including but not exclusive to setting up Board meetings, attending, taking minutes and sharing minutes.  Preparing for and following up on action points etc.

•      Ensuring that correspondence (hardcopies or digital) are speedily and efficiently dealt with

•      Ensure annual reports and returns to the relevant government organisations including Ghana Revenue Authority, Registrar General, Municipal Office, Ministry of Gender etc as necessary

FINANCE

•      Liaise with the appropriate Board Member and the organisation’s Accountant to ensure that all Tax liabilities are met at the appropriate time in order not to incur penalties

•      Ensure that all staff and volunteers are paid on time

•      Ensuring that all amenities are paid and on time

•      Managing a healthy petty cash system to ensure that emergencies can be handled with minimum disruption

•      Ensure that all due funds including donations (general and project) are received in the appropriate or assigned accounts

•      Any other duties that are in line with the position.

Requirements

Education & Experience

  • Bachelor’s degree in Business Administration, Management, Communications, or a related field.
  • Minimum of 3–5 years’ experience in an executive support or senior administrative role.
  • Demonstrated experience supporting senior leaders is an advantage

Skills & Competencies

  • Exceptional organizational and time-management skills with the ability to multitask effectively.
  • Strong written and verbal communication skills.
  • High level of discretion with proven ability to handle sensitive information.
  • Proactive mindset with strong problem-solving abilities.
  • Professional presence and excellent interpersonal skills.
  • Ability to work independently while maintaining strong collaboration with teams.

Technical Skills

  • Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
  • Comfortable using virtual meeting platforms and digital collaboration tools
  • Experience with CRM systems, travel coordination tools, or expense management software is pleased  
  • Education & Experience
  • • Bachelor’s degree in Business Administration, Management, Communications, or a related field.
  • • Minimum of 3–5 years’ experience in an executive support or senior administrative role.
  • • Demonstrated experience supporting senior leaders is an advantage.
  • Skills & Competencies
  • • Exceptional organizational and time-management skills with the ability to multitask effectively.
  • • Strong written and verbal communication skills.
  • • High level of discretion with proven ability to handle sensitive information.
  • • Proactive mindset with strong problem-solving abilities.
  • • Professional presence and excellent interpersonal skills.
  • • Ability to work independently while maintaining strong collaboration with teams.
  • Technical Skills
  • • Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
  • • Comfortable using virtual meeting platforms and digital collaboration tools.
  • • Experience with CRM systems, travel coordination tools, or expense management software is a plus.

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