ATF

Executive Assistant

Job Summary

The applicant is required to have an explosion of knowledge in organisational tools, note-taking apps, communication platforms, and calendaring solutions. The position is a strategic role rather than a supporting role which means the Principal Partner will be leaning more on you not just for administrative assistance but also for strategic ideas, technical expertise, and critical analysis. You would be required to dabble in things as wide and varied as project management, event planning, and internal communications.

  • Minimum Qualification: Degree
  • Experience Level: Mid level
  • Experience Length: 4 years

Job Description/Requirements

Essential Duties and Responsibilities:

  • Provide comprehensive support to the Principal Partner on her day-to-day activities. 
  • Manage the Principal Partner's day-to-day calendar, including making appointments and prioritizing the most sensitive matters. 
  • Plan, coordinate, and ensure the Principal Partner's schedule is followed and respected.
  • Provide "gatekeeper" and "gateway" roles, creating win-win situations in accessing the  Principal Partner's time and office.  
  • Keep track of outstanding actions as well as set up a reminder for them. 
  • Liaise with clients, suppliers, and other staff 
  • Organise meetings, including scheduling, sending reminders, and organising catering when necessary. 
  • Answer incoming phone calls in a polite and professional manner and accurately take messages. 
  • Take responsibility for the ordering of stationery and office supplies for the Principal  Partner.  
  • Service the board including the production of agendas, minutes, and key papers. 
  • Document minutes of all meetings as directed by the Principal Partner. 
  • Undertake mailings and communication as directed by the Principal Partner. 
  • Set up and maintain the integrated electronics, laptops, gadgets, or other paper-based filing systems.  
  • Coordinate travel arrangements (both domestic and international) and create trip itineraries.
  • Use various software, including word processing, spreadsheets, and presentation software to prepare reports and/or special projects. 
  • Prepare thank-you notes, gifts, and other forms of communication with clients or other important personalities with which the Principal Partner interacts with. 
  • Organise programmes, events, meetings, or conferences by arranging facilities and caterers, issuing information or invitations, coordinating speakers and controlling event budget. 
  • Read and analyze submissions, letters, agendas, memos and determine significance, route to appropriate personnel in a timely and efficient manner.  
  • Maintain confidentiality of all corporate, personnel, and research matters, as well as confidentiality regarding the Principal Partner’s personal matters and finances.
  • Prioritize conflicting needs, handle matters expeditiously, proactively, and follow through on projects to successful completion, often with deadline pressures. 
  • Ensure that the Principal Partner's bio is kept updated and respond to requests for materials regarding the Principal Partner and the organization in general. 
  • Edit and complete first drafts for written communications to external stakeholders.
  • Follow up on contacts made by the Principal Partner and supports the cultivation of ongoing relationships. 
  • Any other duty may be assigned by the Principal Partner or management. 

Required Knowledge, Skills, and Abilities: 

  • Ability to work independently and follow instructions 
  • Basic knowledge of accounting/bookkeeping 
  • High level of accuracy 
  • Oral & written communication skills 
  • Calendar management 
  • Client relations 
  • Effective meeting set-up 
  • Coordinating documentation for annual reports 
  • Creating and maintaining databases 
  • Decision making 
  • Dependability 
  • Designing and maintaining a filing system 
  • Attention to details 
  • Event planning 
  • Emotional intelligence 
  • Speed and decisiveness 
  • Networking 
  • Analytical skill 
  • Negotiating skill 

Behavioural Qualities: 

  • A person of passion and heart for social development work 
  • Emotionally stable 
  • Has a positive outlook on life
  • Proactive and open-minded 
  • Enthusiastic and of high energy and drive 
  • A person of good judgment, tact, and diplomacy 
  • A creative person that can convey and concretize thoughts, ideas and opinions aligned to the philosophy and brand of the organisation.

Location: Lekki, Lagos 

Education and Experience: 

  • Young talented female preferably
  • Preferably of a legal, finance, economics, business administration, environmental science,  or engineering educational background. MBA or other master’s degree is an added advantage. 
  • Required experience is a minimum of 4 years 

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