Summary
Overview
Work History
Education
Skills
References
Timeline
AdministrativeAssistant
KATE OSEI ANTWIWAA

KATE OSEI ANTWIWAA

Accra-North

Summary

Experienced administrative specialist with a strong background in executive support. Adept at efficiently managing complex schedules, coordinating meetings, and handling confidential information. Possesses excellent communication, organization, and problem-solving skills to ensure smooth office operations. Thrives on collaborating with teams and achieving results, while adapting flexibly to changing needs and priorities. Known for dependability and resourcefulness, consistently delivering high-quality outcomes.

Diligent with background in providing comprehensive support to senior executives. Successfully coordinated high-priority projects and streamlined office operations. Demonstrated proficiency in calendar management and travel arrangements.

Overview

11
11
years of professional experience

Work History

Executive Assistant to the Chairman and CEO/Protocol Officer

Rabotec Ghana Limited
06.2016 - 07.2023
  • Facilitated smooth transitions during organizational changes by providing guidance on new policies and supporting affected team members.
  • Managed confidential information with utmost discretion, safeguarding sensitive company data from unauthorized access.
  • Collaborated with internal departments to support cross-functional initiatives, fostering teamwork and a unified corporate vision.
  • Prepared comprehensive meeting agendas enabling productive discussions that led to actionable outcomes.
  • Assisted in talent acquisition process through candidate sourcing, interview coordination, reference checks to ensure top-tier hires.
  • Ensured timely completion of projects by tracking progress, identifying roadblocks, and offering solutions to overcome obstacles.
  • Made valuable contributions to strategic planning efforts through research, data analysis, and insightful recommendations.
  • Streamlined communication between CEO and staff members through timely dissemination of information and accurate documentation.
  • Organized high-profile events and conferences, ensuring seamless execution and positive attendee experience.
  • Contributed to cost savings by negotiating vendor contracts and managing expenses within budget constraints.
  • Expedited decision making for the Chairman and CEO by researching relevant information, preparing reports, and presenting findings concisely.
  • Managed complex calendars successfully, accommodating last-minute changes and ensuring timely attendance to all appointments.
  • Increased efficiency in daily operations by implementing new administrative processes and procedures.
  • Improved workflow efficiencies by developing comprehensive filing systems for easy retrieval of critical documents.
  • Reduced expense report errors significantly through diligent review resulting in fewer discrepancies.
  • Served as the primary point of contact for both internal and external stakeholders, maintaining professionalism in all interactions.
  • Provided exceptional support during board meetings by preparing materials, recording minutes, and following up on action items promptly.
  • Developed strong professional relationships with external stakeholders facilitating collaborative partnerships and enhanced company reputation.
  • Maximized time management for the Chairman and CEO with effective prioritization of tasks based on urgency level or importance.
  • Enhanced executive''s productivity by managing schedules, coordinating meetings, and organizing travel arrangements.
  • Handled confidential and sensitive information with discretion and tact.
  • Managed executive calendars, scheduling meetings and appointments and coordinating travel arrangements to optimize time.
  • Processed travel expenses and reimbursements for executive team and senior management group.
  • Organized and coordinated conferences and monthly meetings.
  • Answered high volume of phone calls and email inquiries.
  • Screened calls and emails and responded accordingly to support executive correspondence.
  • Screened calls and emails and initiated actions to respond or direct messages for managers.
  • Used advanced software to prepare documents, reports, and presentations.
  • Facilitated training and onboarding for incoming office staff.
  • Supported business and hospitality needs of corporate partners and staff during meetings and company events.
  • Updated spreadsheets and databases to track, analyze, and report on performance and sales data.
  • Filed paperwork and organized computer-based information.
  • Managed mail and both incoming and outgoing correspondence, mail, email and faxes.
  • Updated and maintained confidential databases and records.
  • Worked with senior management to initiate new projects and assist in various processes.
  • Handled logistics, catering, agendas and travel arrangements for meeting and event planning for board of directors, president and executive vice president.
  • Greeted arriving visitors, determined nature and purpose of visit and directed individuals to appropriate destinations.
  • Took notes and dictation at meetings.
  • Coordinated events and worked on ad hoc projects.
  • Created and managed office systems to efficiently deal with documentation.
  • Upheld strict timetables by maintaining accurate, balanced calendars.
  • Screened personal and business calls and directed to appropriate party.
  • Promoted team productivity by keeping supplies organized and well-stocked.
  • Wrote reports, executive summaries and newsletters.
  • Streamlined operations and prioritized tasks, allowing senior staff to increase productivity.
  • Volunteered to help with special projects of varying degrees of complexity.
  • Organized logistics and materials for each meeting and took detailed notes for later dissemination to key stakeholders.
  • Led staff and vendors in providing high level of service for owner and guests.
  • Used QuickBooks to produce monthly invoices, reports, and other deliverables.
  • Coordinated travel itineraries for visiting delegations, balancing competing priorities while adhering to strict deadlines.
  • Conducted research on foreign customs and practices, allowing for culturally appropriate planning and execution of events.
  • Conducted post-event evaluations to determine areas for improvement, leading to more efficient and successful future engagements.
  • Contributed to the development of strategic plans through thorough analysis of current trends in international diplomacy and protocol management.
  • Reviewed invitations from foreign governments or organizations to determine appropriateness based on established guidelines before forwarding them up the chain of command.
  • Streamlined communication channels for efficient information exchange between various departments and agencies.
  • Created and maintained a database of contact information for foreign dignitaries, ensuring accurate and up-to-date records for easy reference.
  • Organized state dinners, receptions, and other ceremonies that showcased the host country''s culture and values in a positive light.
  • Ensured protocol compliance during official events, maintaining a professional atmosphere conducive to successful discussions.
  • Prepared comprehensive briefing materials for senior leaders, enabling informed decision-making in meetings with foreign counterparts.
  • Collaborated closely with security personnel to ensure the safety of all guests at official events.
  • Resolved conflicts diplomatically within protocol teams or between other stakeholders involved in the planning or execution of events.
  • Negotiated contracts with vendors for event-related services, resulting in cost savings without compromising quality standards.
  • Handled sensitive information with discretion, maintaining confidentiality when dealing with matters of national importance.
  • Facilitated smooth interactions between high-ranking officials by providing language interpretation services when necessary.
  • Developed cultural sensitivity training programs to improve staff understanding of diverse cultures and traditions.
  • Provided guidance to event staff on proper etiquette during formal occasions, ensuring seamless interactions among attendees.
  • Enhanced diplomatic relations by coordinating high-level visits and hosting foreign dignitaries.
  • Established strong relationships with foreign mission counterparts, fostering trust and facilitating open lines of communication.
  • Managed logistics for international delegations, ensuring timely arrivals and departures with seamless transportation arrangements.
  • Cultivated positive relationships with vendors to deliver timely and cost-effective supply of services and materials.
  • Frequently inspected production area to verify proper equipment operation.
  • Supported creation of detailed, technical financial models to value potential acquisition targets.
  • Provided reporting for forecast analysis and ad-hoc reporting in support of decision-making.
  • Helped meet changing demands by recommending improvements to business systems or procedures.
  • Educated staff on organizational mission and goals to help employees achieve success.
  • Developed effective improvement plans in alignment with goals and specifications.
  • Created and managed project plans, timelines and budgets.
  • Devised and implemented processes and procedures to streamline operations.
  • Maintained database systems to track and analyze operational data.
  • Optimized customer experience by delivering superior services and effectively troubleshooting issues.

ADMINISTRATOR/PROTOCOL OFFICER

Rabotec Ghana Limited
06.2014 - 05.2016


  • Handled sensitive information discreetly, maintaining strict confidentiality at all times as required by company policy or legal regulations.
  • Maintained personnel records and updated internal databases to support document management.
  • Organized workflow and delegated tasks effectively to ensure timely project completion without compromising quality.
  • Managed office inventory levels, ensuring adequate supplies were available while minimizing waste and unnecessary spending.
  • Provided exceptional customer service to both internal and external stakeholders through prompt response times and thorough issue resolution efforts.
  • Supervised administrative support staff members, offering guidance, feedback, and mentorship that contributed to their professional growth and development.
  • Established an organized filing system that streamlined document retrieval and reduced misplaced files.
  • Maintained accurate documentation of company policies and procedures for easy reference by all employees.
  • Improved employee productivity with effective time management strategies for daily tasks.
  • Served as a liaison between departments, fostering open communication channels that improved overall organizational function.
  • Managed human resources functions, including hiring, onboarding, and employee evaluations for optimal team performance.
  • Coordinated company events and meetings to foster teamwork and boost employee morale.
  • Reduced overhead costs through careful budget management and resource allocation.
  • Enhanced internal communication by creating a centralized information hub accessible to all staff members.
  • Streamlined invoice processing, reducing average payment turnaround time.
  • Streamlined office operations by implementing new filing system, significantly reducing retrieval times.
  • Negotiated with vendors to secure more favorable terms, resulting in cost savings for office expenses.
  • Developed and maintained up-to-date database of contacts, facilitating quick and efficient communication.
  • Coordinated logistics for annual corporate events, ensuring seamless execution and high attendee satisfaction.
  • Coordinated travel itineraries for visiting delegations, balancing competing priorities while adhering to strict deadlines.
  • Conducted research on foreign customs and practices, allowing for culturally appropriate planning and execution of events.
  • Streamlined communication channels for efficient information exchange between various departments and agencies.
  • Negotiated contracts with vendors for event-related services, resulting in cost savings without compromising quality standards.
  • Prepared comprehensive briefing materials for senior leaders, enabling informed decision-making in meetings with foreign counterparts.
  • Managed logistics for international delegations, ensuring timely arrivals and departures with seamless transportation arrangements.
  • Provided guidance to event staff on proper etiquette during formal occasions, ensuring seamless interactions among attendees.
  • Handled sensitive information with discretion, maintaining confidentiality when dealing with matters of national importance.
  • Devised and implemented processes and procedures to streamline operations.
  • Generated reports detailing findings and recommendations.
  • Cultivated positive relationships with vendors to deliver timely and cost-effective supply of services and materials.
  • Ensured protocol compliance during official events, maintaining a professional atmosphere conducive to successful discussions.
  • Resolved conflicts diplomatically within protocol teams or between other stakeholders involved in the planning or execution of events.

NATIONAL SERVICE PERSONNEL

South African Airways
01.2013 - 01.2014
  • Filing and monitoring of files and archives
  • Preparation of documents for visas and scheduling meetings
  • Issuing air tickets and performing customer-related duties
  • Assisting in performing administrative errands
  • Performing any other duties as directed from time to time
  • Championed a customer-centric approach to service delivery, fostering strong relationships with clients and consistently exceeding their expectations.
  • Managed a team of service professionals to ensure timely and effective resolution of customer issues.
  • Increased customer satisfaction by implementing new service protocols and procedures.
  • Cultivated relationships with industry partners to stay ahead of emerging service technologies and trends.
  • Reduced response times to customer inquiries, employing new CRM system tailored to company's needs.
  • Achieved significant cost savings by negotiating better terms with key suppliers without compromising service quality.

Education

BSc. - Public Administration

GIMPA
01.2026

Certificate - Public Relations

GIMPA
01.2017

Certificate - Database Administration

IPMC
01.2014

BSc. - Public Relations

Ghana Institute of Journalism (GIJ)
01.2013

High School Certificate -

Swedru Senior High School
01.2006

Skills

  • Executive Support
  • Administrative Support
  • Office Management
  • Strong Problem Solver
  • Schedule & calendar planning
  • Office Administration
  • Meticulous attention to detail
  • Information confidentiality
  • Interpersonal Communication
  • Travel Administration
  • Meeting planning
  • Microsoft Office
  • Reliable and Responsible
  • Strategic Planning

References

  • Alhaji Nantogma Abdulai, CEO/Managing Director, Neo Mining Limited, +233 244233499, +233 206722490, nabudulai@me.com
  • Mr. Augustine Akorpia Asiraboya, Project Superintendent, Rabotec Ghana Limited, +233 207140367, +233 555505031, Augustine.Asiraboya@gmail.com

Timeline

Executive Assistant to the Chairman and CEO/Protocol Officer

Rabotec Ghana Limited
06.2016 - 07.2023

ADMINISTRATOR/PROTOCOL OFFICER

Rabotec Ghana Limited
06.2014 - 05.2016

NATIONAL SERVICE PERSONNEL

South African Airways
01.2013 - 01.2014

Certificate - Public Relations

GIMPA

Certificate - Database Administration

IPMC

BSc. - Public Relations

Ghana Institute of Journalism (GIJ)

High School Certificate -

Swedru Senior High School

BSc. - Public Administration

GIMPA

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