Executive Assistant

Department: Executive Management / Technical Direction

Location: Agence Togo Digital, Lomé, Togo

Reporting Manager: Executive Management and Technical Direction

Positions available: 2

Main Mission

The Executive Assistant is responsible for ensuring the smooth administrative operation of Agence Togo Digital's executive management. He/she will support members of the executive leadership team in managing their daily tasks and in organizing the agency's internal and external activities. He/she will also oversee communications management, as well as the proper organization and tracking of administrative processes. The successful candidate will execute their mission in strict compliance with confidentiality rules and document/file archiving policies, while ensuring the security of all handled documents.

Responsibilities

1. Administrative Management Support

• Track and manage administrative files (invoices, contracts, other official documents).

• Ensure the coordination of administrative activities with the agency's other departments.

• Prepare the necessary documents for various meetings and committees involving executive leadership and/or the Board of Directors, and ensure the availability of logistical resources (meeting rooms, equipment).

• Draft minutes and ensure the follow-up of decisions made during meetings.

2. Communications and Documentation Management

• Draft and format letters, reports, memoranda, and other administrative documents.

• Manage the agency's internal and external correspondence in compliance with established standards and procedures.

• Manage databases and document management systems.

• Handle digitization (scanning) and electronic document management (EDM).

• File and archive documents in accordance with the Agency's current archiving plan and policy.

• Standardize and format administrative documents.

• Secure and manage access controls for sensitive and confidential documents.

• Conduct document tracking and keep files up to date.

3. Task and Project Tracking

• Monitor the progress of projects and tasks assigned to executive management and provide regular updates.

• Ensure effective priority management and adherence to deadlines for all administrative tasks.

Required Skills

• Organizational Skills: Ability to handle multiple tasks simultaneously, organize work autonomously, and prioritize effectively.

• Communication Skills: Excellent written and verbal communication skills, with sharp attention to detail and a strong sense of discretion/confidentiality.

• Office and Productivity Tools: Mastery of Microsoft Office tools (Word, Excel, PowerPoint, Outlook) and administrative management software, as well as artificial intelligence tools to drive greater efficiency in executing administrative tasks.

• Service-Oriented & Responsiveness: Ability to respond effectively to leadership needs and requests with a proactive, service-oriented approach.

• Versatility: Ability to adapt to the varying needs of executive management and work with flexibility.

Qualifications

• Education: Bachelor’s degree (BAC+3) in Administrative Management, Executive Secretarial Studies, or any related field.

• Professional Experience: A minimum of 5 years of experience in a similar role within a fast-paced environment.

• Language Skills: Full professional proficiency in French (written and spoken). Fluency in English is a strong asset.

• Technical Skills: Mastery of office productivity tools (Office suite), administrative management systems, and artificial intelligence tools.