PA to Admin Executive(AD 65-S) at Werkie

Key Responsibilities:

Executive Calendar & Schedule Management:

• Manage and maintain the Admin Executive’s calendar.
• Schedule internal and external meetings.
• Prioritize meetings based on operational importance.
• Prevent scheduling conflicts.
• Prepare daily and weekly calendar briefings.
• Ensure all meetings have clear agendas and required attendees.

Email & Communication Management:

• Monitor and manage the Admin Executive inbox
• Categorize emails according to priority.
• Draft responses for executive review and approval.
• Redirect operational matters to relevant department heads where appropriate.
• Follow up on unanswered emails and pending matters.
• Ensure timely responses to internal and external stakeholders.

Follow-Up & Accountability Tracking:

• Maintain a master tracker of tasks assigned by the Admin Executive.
• Monitor deadlines and progress across departments.
• Proactively follow up with department heads and managers.
• Escalate delays or risks where necessary.
• Ensure completion of executive instructions.

Executive Reporting Support:

• Prepare weekly and monthly operational report templates.
• Collect KPI data from department heads.
• Compile reports for executive review.
• Assist with EXCO report preparation.
• Prepare summaries of operational performance and risks.

Escalation Coordination and Operational Support:

• Assist in coordinating resolution with relevant departments.
• Track escalation status and outcomes.
• Maintain escalation logs and reporting.
• Meeting Preparation & Coordination:
• Prepare meeting agendas.
• Compile supporting documents.
• Take meeting minutes where required.
• Document action items and deadlines.
• Follow up on action item completion.

Administrative & Documentation Support:

• Assist with SOP formatting and updates.
• Maintain organized filing systems.
• Assist with presentation preparation.
• Prepare executive documents and communications.
• Maintain organized executive records.

Operational Coordination:

• Support coordination across internal departments.

Executive & Personal Support:

• Provide administrative and logistical support for both professional and personal matters to the Admin Executive.
• Track and manage requests assigned to departments and provide status updates
• Ensure the Admin Executive is reminded of key deadlines, meetings, and operational commitments
• Maintain and update company organograms and departmental structure documents
• Assist with organizing team activities, internal events, and team coordination initiatives
• Resolve or assist with internal operational tickets as needed
• Monitor departmental KPI posting compliance and follow up where updates are missing
• Collect and organize employee feedback forms and prepare summary reports for executive review
• Prepare and maintain a weekly executive summary report covering key updates, risks, and outstanding actions
• Coordinate and monitor tasks assigned by the Admin Executive to HODs and ensure accountability on delivery
• Perform ad-hoc duties as required by the Admin Executive.

Job Requirements:

• Minimum of 3 years’ experience as a Personal Assistant or Executive Assistant.
• Strong organizational and administrative skills.
• Excellent written and verbal communication skills.
• Strong Microsoft Office skills including Outlook, Excel, Word, and Teams.
• Ability to manage confidential and sensitive information with discretion.
• Strong attention to detail and accuracy.
• Ability to manage multiple priorities and deadlines.

Key Characteristics:

• Highly organized.
• Proactive and self-driven.
• Professional and discreet.
• Assertive when following up with staff.
• Reliable and accountable.
• Strong judgment and problem-solving ability.