BHM-JOB-EXECSEC01
Executive Secretary
Be the organised, polished and trusted right hand to BlueHarbor's executive leadership — managing the office of the executive, coordinating schedules, correspondence and meetings, and keeping the leadership team running smoothly and confidentially in a fast-growing marine, engineering and industrial-services company.
Office of the CEO · Tema, Ghana (on-site) · permanent
Responsibilities
The role
- Manage the executive's calendar, appointments, meetings and travel, and keep the leadership schedule running on time.
- Draft, format and proofread correspondence, memos, minutes, reports and presentations to a high professional standard.
- Organise and minute meetings, circulate agendas and action points, and follow up on deadlines.
- Manage the flow of information to and from the executive office — calls, emails, visitors and enquiries — with sound judgement on priority.
- Maintain well-ordered digital and physical filing, records and confidential documents.
- Coordinate with directors, staff, clients, partners and service providers on behalf of the executive office.
- Prepare and process documents using the company's digital tools and Operations platform.
- Provide professional front-of-office representation and hospitality for visitors and partners.
- Handle sensitive and confidential information with absolute discretion.
- Provide general administrative and personal-assistant support to executive leadership as required.
Requirements
What we're looking for
- This position is open to female applicants.
- A recent, clear professional (passport-style) photograph is required as part of your application.
- Aged 22–34 years.
- Resident in Tema and its environs.
- In-depth, hands-on proficiency in the Microsoft Office suite (Word, Excel, PowerPoint, Outlook).
- Strong AI literacy — comfortable using modern AI tools to draft, summarise, research and work faster.
- Smart, intelligent, quick-learning and highly organised, with excellent attention to detail.
- Excellent written and spoken English
- ability to speak French, Spanish or another language is a strong advantage.
- A diploma or degree in Secretaryship & Management, Business/Office Administration, Communications or a related field.
- Prior experience as an executive/personal assistant or secretary (experience supporting senior leadership is an advantage).
- Excellent communication, interpersonal and telephone etiquette
- confident, warm and professional.
- Fast, accurate typing and strong document-formatting skills.
- Sound judgement, initiative, reliability and the ability to work under pressure and to deadlines.
- High standards of discretion, confidentiality, integrity and professional appearance.
- Well-organised multitasker able to manage competing priorities calmly.
BHM-JOB-EXECSEC01