Likak Research recrute 01 Executive Assistant

Purpose

With a primary responsibility of supporting the Managing Director or the Line Manager assigned to, the Executive Assistant (EA) provides support to the executive team as directed, to ensure that company goals and objectives are accomplished, and operations run efficiently.

The Executive Assistant plays a crucial role in supporting the CEO by ensuring efficient operations, managing workflows, and proactively providing up-to-date information for effective decision-making. The EA anticipates the CEO’s needs, enhances organizational productivity, and ensures a stress-free work environment by handling key responsibilities with discretion, professionalism, and efficiency.

Responsibilities

The Executive Assistant will:

Executive Support & Information Flow

Act as the primary liaison between the CEO, employees, clients, and external partners, ensuring seamless communication.
Proactively summarize key reports, emails, and meeting minutes for the CEO, highlighting urgent and strategic matters.
Maintain a dynamic dashboard with CEO’s priorities, upcoming commitments, and essential deadlines.
Draft and edit internal and external communications, ensuring consistency and clarity.
Manage information flow in a timely and accurate manner
Keep track of office supply inventory and plan for replenishing dwindling items.
Screen and direct phone calls and distribute correspondence
Organize and maintain the office filing system

Scheduling & Meeting Coordination

Manage and optimize the CEO’s calendar, ensuring a balanced workload and strategic focus.
Schedule and prioritize meetings, ensuring alignment with key organizational objectives.
Anticipate meeting preparation needs by gathering materials, preparing briefs, and summarizing key points.
Attend meetings, take precise minutes, and track follow-ups, ensuring timely execution of action items.
Organize high-level engagements, including investor meetings, board discussions, and stakeholder conferences.

Travel & Logistics Management

Arrange complex travel itineraries, accommodations, and transportation with contingency plans.
Prepare detailed travel briefing packs, including schedules, key contacts, and essential documents.
Ensure smooth execution of logistics for both domestic and international engagements.

Financial & Administrative Oversight

Track and report daily, weekly, and monthly expenses for CEO-related activities.
Manage financial approvals, reimbursements, and budget tracking related to executive operations.
Oversee vendor relationships, contract renewals, and service-level agreements that impact executive functions.
Maintain confidentiality and security of sensitive financial and strategic information.

Technical responsibility:

Supports the conduct of all company operations.
Supports the Likak Research CEO on her tasks.
Escalates quality issues to CEO
Organizes virtual meeting with adapted softwares
Excellent organizational and problem-solving skills.
Effective time management skills and ability to manage competing priorities.
Ability to establish and maintain effective working relationships with co-workers, managers and clients.
All responsibilities are essential to job functions unless noted as non-essential (N).

Required knowledge, skills and abilities

Perceptive, able to anticipate the needs of the CEO and translate them into concrete actions
Self-accountable for making decisions, managing resources efficiently
Holds the team and partners accountable to deliver on their responsibilities
Sets ambitious and challenging goals for themselves and takes responsibility for their own personal development
Future orientated, thinks strategically and on a global scale.
Maintain professionalism and strict confidentiality with all materials, and exercise discretion when interfacing with the business
Builds and maintains effective relationships, with colleagues, external partners and research participants
Values diversity, sees it as a source of competitive strength
Approachable, good listener
Develops and encourages new and innovative solutions
Willing to take disciplined risks.
Honest, encourages openness and transparency; demonstrates highest levels of integrity

Minimum required education and experience

Bachelor Degree in Business Administration, Management of any higher educational institution, with a minimum of 4 years of work experience
Experience overseeing budgets and expenses
Experience developing internal processes and filing systems
Interest in clinical research and development issues
Proficient computer skills required with MS office package,
Ability to work with people of different culture
Excellent interpersonal skills end ability to work successfully in team environment.
Excellent organizational, communication skills
Ability and willingness to travel to project’s zones when required
Fluency in French and English

Physical requirement

Extensive use of telephone and face-to-face communication requiring accurate perception of speech
Extensive use of keyboard requiring repetitive motion of fingers
Regular sitting for extended periods of time
Frequent travel to sites, primarily domestic, may include international travels.

Other requirements

Executive Assistant reports to Managing Director or Line manager (as assigned to),
This position requires the Executive Assistant to work mainly from Likak Research’s head office in Dakar, Senegal
A certain amount of travels is envisaged for this position.

Evaluation criteria for the post

Overall Managing Director or Line manager’s satisfaction of the assistant’s help.
Level of assistance to Managing Director or Line manager, assessed by more time created for CEO or Managing Director to concentrate on his/her personal tasks;
Percentage of delegated tasks accomplished successfully, without much implication from CEO/Line Manager and within agreed timelines;
Accuracy to maintain Managing Director’s or Line manager’s agenda and appointments;
Coordination of work with other Likak departments and colleagues
Successful management of Likak research suppliers and clients, as delegated by Managing Director or Line manager
Successful management of working environment, and support to other company staff, as needed.

Application

Relevant documents (CV/Resume, Cover letter)

Send your application to recruitment@likakresearch.com