Executive assistant to the ceo

HealthPlus Limited

Job Summary

Ensure all documentation is appropriately filed for ease of reference and efficient retrieval

  • Minimum Qualification: Degree
  • Experience Level: Senior level
  • Experience Length: 5 years

Job Description

HealthPlus Limited, Nigeria’s first integrative pharmacy, is the fastest-growing pharmacy chain in West Africa. We are committed to our mission of helping people achieve optimum health and vitality while delivering superior value to stakeholders. Our vision is to be Africa’s #1 for pharmacy, wellness, and beauty. Recently, we secured significant foreign investment from our partners to scale up our network of retail outlets and our online business. This strategy will give us unparalleled reach across the country and beyond.

Our sister company, CasaBella Beauty, is a one-stop store for beauty and grooming solutions for men and women. CasaBella International was incorporated in 2008 and became the exclusive distributor for Revlon in Nigeria. The first CasaBella store opened in Lagos in 2010 and today, CasaBella Beauty is the fastest-growing retailer of beauty supplies in West Africa.

Correspondence and Document

  • Prepare and preview hard copy and electronic mails on behalf of the CEO; provide accuracy checks on basic data and documents requiring the CEO’ signature
  • Sort and distribute the CEO’s emails and memos
  • Prepare and arrange the collation & biding of documents for presentations as directed

Calendar Management

  • Pro-actively coordinate, monitor and manage CEO’s personal appointments and diary

Meeting Management

  • Take and distribute Minutes of Meetings when required

Administration

  • Answer telephone calls directed to the CEO’s Office and takes messages
  • Answer all inquiries efficiently and effectively
  • Provide support to the officers responsible regarding the organization and coordination of internal/external meetings or events
  • Work continuously to promote the culture of excellent customer service in supporting the Chief Executive Officer achievement of desired objectives

Customer Responsiveness

  • Courtesy in dealing with internal staff, external customers and vendors

Expense Management

  • Operate efficiently at the lowest cost; staying within approved budgets, establish appropriate reporting and control procedures

Decision Making/Problem Solving

  • Quick understanding of most relevant problems and the ability to proffer timely, practical decisions

Housekeeping

  • Ensure efficient use and management of the Reception & Reception Corner and Conference Room
  • Proactive management of the CEO’s personal itinerary (meals & refreshments, personal visitors, family/friends’ birthday & other celebration notifications, reminders and coordination of family events, etc.)
  • Efficient running of the CEO’s Office; overseeing its’ cleanliness, orderliness and ensuring there is always a sufficient supply of office supplies and stationery

Requirements 

  • Bachelor’s degree in Business Administration or a relevant field
  • Proven experience providing executive support in a structured organization
  • Membership of ICSAN, CIA is an added advantage
  • Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
  • Very strong interpersonal skills and the ability to build relationships with stakeholders, including Board of Directors, Senior Management Team and external partners
  • Understanding business functions and metrics within the Organization
  • Expert level is written and verbal communication skills
  • Demonstrated proactive approaches to problem-solving with strong decision-making capability
  • Able to work within a team as well as alone with little or no supervision
  • High level of personal effectiveness
  • Excellent customer service and interpersonal skills
  • A professional and confident manner
  • Committed and professional in attitude
  • Ability to adapt to and manage change
  • Ability to treat others with respect
  • Upholding quality and continuous improvement
  • A good working Knowledge of the uses and applications of MS Office suite; Word, PowerPoint, Excel, Outlook etc. in the preparation of high-quality documents on behalf of the CEO

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