• Application Deadline:
• Position: Executive Assistant to the Managing Director



• Job Type Full Time



• Qualification BA/BSc/HND



• Experience 4 years



• Location Lagos




• Job Field Administration / Secretarial 
  
  

Overview

• The Executive Assistant is a key position and provides overall support to the MD in managing his activities, reducing his administrative tasks and managing his time more effectively.


• The support provided will include organisation, scheduling, correspondence, travel and expenses, human resources and meetings.


• The individual takes responsibility and ownership of office organisation, project management, deadline compliance and important documents and filing.


• The person will need to maximise the Executive's effectiveness by providing information management support and representing the executive to others.


• Helps with business related activities by ensuring timely reporting, analysis and business meetings are carried out efficiently.

Responsibilities

Organisation:

• Conserves executive's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.


• Maintains executive's diary, managing appointments by planning and scheduling meetings, conferences and travel.


• Perform reception duties such as answering phones where necessary


• Maintain a strong working relationship with other relevant departments, including HR IT, Finance and Senior team. Liaise with other staff members on behalf of MD.


• Manages MD email account, where necessary.

Meeting Management:

• Organise and schedule meetings.


• Welcomes guests and customers by greeting them, in person or on the telephone, specific to MD’s list.


• Liaise with clients and business guests visiting the office (banks, suppliers, professional advisors, etc).


• Communicate with Senior Management Team, schedule necessary meetings.


• Prepare meeting agendas, perform research for meetings, and take minutes during meetings


• Manage projects and follow-up with team members where required

Information Management and Filing:

• Maintains confidence and protects operations by keeping information confidential.


• Prepares reports by collecting and analyzing information; carries out effective research on specific projects where needed and instructed.


• Secures information by completing data base backups.


• Provides historical reference by developing and utilizing filing and retrieval systems; recording meeting discussions.


• Completes tasks by assigning work to clerical staff; following up on results.


• Handle all expense vouchers for MD, making distinction between personal and business expenses. Prepare MD’s expense reports which need reimbursement from company.


• Handling all administrative related activities in relation to correspondence inwards/outwards, as per MD’s instructions.


• Maintain electronic filing system, ensuring processes and software are up to date and in working order


• Prepare and deliver regular monthly reports, as instructed.

Travel:

• Book business travel arrangements, including flights, transportation, and lodgings for senior management and other staff members.


• Handles all hotel bookings for external business visitors, where needed.


• Handles MD’s personal and family travel arrangements and hotel bookings, both for business and leisure.


• Manages all immigration related matters for personal travel for MD and his family, including visa applications.

Other key activities:

• Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies.


• Solve simple IT problems and contact the IT department when necessary.


• Provides support to HR on issues discussed with MD.


• HR, and recruitment duties, including on-boarding new staff members and training new employees where necessary.


• Coordination for events.

Qualifications, Desired Skills and Experience

• Proven experience with a minimum of 4 years’ experience as an executive assistant or other relevant administrative support experience.


• In-depth understanding of entire MS Office suite, including Excel, Word, Powerpoint and Outlook.


• A graduate of a reputable tertiary institution


• Ability to organize a daily workload by priorities.


• Must be able to meet deadlines in a fast-paced quickly changing environment.


• A proactive approach to problem-solving with strong decision-making skills.


• Professional level verbal and written communications skills.


• Smart in appearance, represents management in the best light.


• Knowledge of shorthand.