Administrative assistant

Job Summary

We are looking for an Executive Assistant to the Regional Admissions Manager to proactively provide timely, well-organized and professional administrative, logistic and secretarial support to the Office of the Regional Admissions Manager. Candidate should reside within Victoria Island and its environs and preferably a lady within the ages of 20-23 and MUST be a good writer.

  • Minimum Qualification: Degree
  • Experience Level: Entry level
  • Experience Length: 1 year

Job Description/Requirements

RESPONSIBILITIES

1.Calendar Management

  • Manage and monitor Manager’s appointments, calendar, upcoming commitments and travel arrangements to ensure the ED’s schedule is efficient and organized.


2. Correspondence and Documentation

  • Act as the primary point of contact for the Manager: screening visitors, telephone calls, enquiries and requests - handling such and escalating when appropriate.
  • Pro-active planning of the Manager’s schedule via effective Diary Management on behalf of the Manager.
  • Reply and review all forms of correspondence based on the instruction of or on behalf of the Manager, appropriately routing of correspondence, drafting error-free letters & documents, memos and other communications on behalf of the Manager.
  • Maintain the accuracy, confidentiality and quality of all forms of filing and database/information management as relevant to the Office of the Manager.

3. Meeting Management

  • Assist the Manager in preparing for meetings time by reading, researching, collating and analyzing needed information.
  • Assisting Manager with preparation of presentation materials, ensure the Manager is well-prepared and possesses the relevant information and documentation to guarantee the Manager’s optimal effectiveness at meetings.
  • Set up and maintain an Annual Calendar of meetings and events across the Business.
  • Managing the practical and administrative requirements for organizational meetings as required, including booking and preparation of appropriate internal or external venue(s), sourcing requisite furniture, equipment, refreshments and entertainment where appropriate.
  • Take accurate minutes at various meetings and disseminate Action Points and Minutes to meeting attendees within 24 hours.

4. Administration & Report Preparation

  • E-mail Management - Respond to all e-mails in a  timely manner  (the same day when possible),  including monitoring of the Mangers’ e-mails and responding where appropriate.
  • Incoming Mail - Collect and process incoming mail appropriately on a daily basis.
  • Manager Signing - Documents requiring signing by the  Manager are to be provided to the  Manager with sufficient information in a timely manner (the same day when possible).

Job Specification

  • A degree
  • Minimum of 1-2 years related work experience
  • N70,000 per month

Skills

  • Excellent planning and organizing abilities
  • Detail orientation
  • Good analytical and problem-solving skills
  • Good interviewing skills
  • Negotiating skill
  • High level of personal effectiveness
  • Excellent customer service and interpersonal skills
  • A professional and confident manner
  • Conscientious, motivated and willing to learn
  • Committed and professional in attitude
  • Enjoys interacting and working with people
  • Ability to treat others with respect
  • Upholding quality and continuous improvement
  • Able to work within a team as well as alone with little or no supervision
  • Ability to adapt to and manage change
  • Excellent writing skills

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