Top-up Pharmacy — Administrative Assistant

Location: Head Office, Tema (On-site) | Full-time

About us

Top-up Pharmacy is a duly registered pharmaceutical company headquartered in Tema, with branches in Tema and Accra. We provide trusted retail and wholesale pharmaceutical services and are committed to improving community health through exceptional products and customer care.

The opportunity

We are seeking a polished, dependable Administrative Assistant to be the face of our Head Office in Tema while providing dedicated secretarial support to the CEO. This full-time, on-site role blends front-desk and reception duties with confidential executive assistance and core office administration. The ideal candidate is professional, discreet, highly organized, and customer-focused.

Key responsibilities

•Manage the Head Office reception: welcome visitors, control queue flow, and maintain a professional front-of-house presence

•Handle incoming calls, route enquiries, and record accurate messages

•Register customers, schedule and confirm appointments, and liaise with pharmacists as needed

•Maintain and organise paper and electronic records; perform filing, scanning and data entry

•Oversee the CEO’s calendar, arrange meetings, prepare agendas and briefing materials

•Coordinate travel, accommodation and itineraries; prepare expense reports and basic reconciliations

•Draft, proofread and manage correspondence on behalf of the CEO

•Process payments (cash/POS/mobile money) and assist with daily till reconciliation where required

•Act as a gatekeeper for the CEO—screen requests, prioritise matters and liaise with staff and external partners

•Support light inventory tracking and other administrative tasks as needed

•Uphold strict confidentiality and professional discretion at all times

Qualifications

•Minimum: High school diploma; Bachelor’s degree in Business Administration or a related field preferred

•1–3 years’ experience in administration, reception or PA roles; experience in pharmacy or healthcare is an advantage

•Confident phone manner, excellent written and verbal communication skills

•Proficient in Microsoft Office (Word, Excel, Outlook) and comfortable learning new systems

•Basic cash-handling and POS/mobile money experience desirable

•Exceptional organisational, multitasking and time-management abilities

•High degree of discretion, attention to detail and customer-service orientation

•Fluent in English; knowledge of local languages (e.g., Twi, Ewe & Ga) is a plus

•Available to work on-site full-time at our Head Office in Tema