Personal Assistant to CEO

Job Description

Position Overview

The Personal Assistant (PA) to the CEO provides high-level administrative, operational, and strategic support to the Chief Executive Officer of [Doctoral Business School Name]. This role requires exceptional organizational skills, discretion, and the ability to manage complex schedules, communications, and projects in a fast-paced academic environment. The PA serves as a key liaison between the CEO and internal / external stakeholders, ensuring seamless operations and enabling the CEO to focus on strategic leadership and institutional priorities.

Key Responsibilities

Administrative Support

Manage the CEO’s calendar, scheduling meetings, appointments, and travel arrangements with precision and adaptability to shifting priorities.

Prepare, organize, and maintain confidential documents, reports, and correspondence for the CEO, including board meeting materials and strategic plans.

Coordinate logistics for meetings, conferences, and events, including room bookings, catering, and technology setup.

Screen and prioritize incoming communications (emails, calls, and inquiries), responding on behalf of the CEO when appropriate.

Stakeholder Engagement

Act as the primary point of contact between the CEO and faculty, staff, students, alumni, donors, and external partners, maintaining professionalism and diplomacy.

Facilitate communication with board members, academic leaders, and external stakeholders, ensuring timely follow-ups and relationship management.

Represent the CEO’s office in interactions with internal and external audiences, upholding the institution’s reputation and values.

Project and Operational Support

Assist in coordinating special projects, initiatives, or events led by the CEO, such as fundraising campaigns, academic conferences, or strategic planning sessions.

Track progress on key initiatives, ensuring deadlines are met and providing updates to the CEO.

Conduct research and compile data or briefings to support the CEO’s decision-making, presentations, or speeches.

Travel and Event Management

Plan and manage domestic and international travel itineraries, including flights, accommodations, and ground transportation.

Organize high-profile events, such as executive retreats, board meetings, or commencement ceremonies, ensuring flawless execution.

Confidentiality and Discretion

Handle sensitive information with the utmost confidentiality and professionalism, adhering to institutional policies and legal requirements.

Maintain discretion in all interactions, particularly when dealing with high-level stakeholders or proprietary information.

Qualifications

Required

Bachelor’s degree in business administration, communications, or a related field (or equivalent experience).

Minimum of 3-5 years of experience as a personal assistant, executive assistant, or similar role, preferably in an academic, nonprofit, or corporate environment.

Exceptional organizational and time-management skills, with a proven ability to prioritize and multitask effectively.

Strong written and verbal communication skills, with a professional and polished demeanor.

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and calendar management tools.

Ability to work independently, exercise sound judgment, and maintain confidentiality.

High level of emotional intelligence, adaptability, and interpersonal skills to engage with diverse stakeholders.

Flexibility to work outside regular business hours as needed, including occasional evenings or weekends.

Preferred

Experience in higher education or a doctoral-level academic institution.

Familiarity with project management tools (e.g., Asana, Trello) or CRM systems (e.g., Salesforce).

Knowledge of academic governance, board operations, or fundraising processes.

Multilingual skills or experience working in a global or multicultural environment.

Key Competencies

Attention to Detail : Ensures accuracy in scheduling, documentation, and communications.

Proactivity : Anticipates the CEO’s needs and takes initiative to address them.

Discretion : Maintains confidentiality and handles sensitive matters with care.

Problem-Solving : Navigates complex situations and resolves issues efficiently.

Professionalism : Represents the CEO and institution with poise and integrity.

Work Environment

The role is based in Accra with occasional travel to support the CEO’s engagements.

The position operates in a dynamic, fast-paced environment, requiring flexibility and responsiveness to the CEO’s priorities.

Hybrid work arrangements may be considered, subject to institutional policies.

Compensation and Benefits

Competitive salary commensurate with experience.

Comprehensive benefits package, including health insurance, retirement plans, and paid time off.

Opportunities for professional development and engagement with a world-class academic community.

Additional Information

Proposed Net Salary : Negotiable

Notice : At Wekplace we do take our qualifications seriously; hence, candidates who do not meet the stated qualifications during our screening process will be rejected.  Always remember Wekplace does not require any payment from job applicants whatsoever during our hiring process.  Kindly call / WhatsApp Mary on (+233) 0302959356 for follow-ups, inquiries, or reports, or visit www.wekplace.com to know more about our company.