Executive Assistant to the Executive Director (ED)

Job Summary

To proactively provide timely, well-organized and professional administrative, logistic and secretarial support to the Office of the Executive Director.

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

Job Description/Requirements

Job Responsibilities:

1. Calendar Management:

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

3. Meeting Management:

  • Assist the ED in preparing for meetings time by reading, researching, collating and analyzing needed information. Assisting ED with the preparation of presentation materials, ensuring the ED is well-prepared and possesses the relevant information and documentation to guarantee the ED’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 where possible),  including monitoring the CEO’s e-mails and responding where appropriate.
  • Incoming Mail - Collect and process incoming mail appropriately on a daily basis.
  • ED Signing - Documents requiring signing by the  ED  are to be provided to the  ED  with sufficient information in a timely manner (the same day where possible). 

5. Project Management:

  • Represent the ED on various projects and proactively provide informative & timely reports.
  • Manage projects on behalf of the ED.
  • Prioritize and manage multiple projects simultaneously, follow through and escalate in timely manner issues that need the attention of the ED.
  • Ensure that decisions are actioned, and work is appropriately delegated in the absence of the Executive Director.
  • Complete administrative and project-related work delegated by the Executive Director
  • Manage Special Projects with executive direction.
  • Create and maintain efficient document management and follow-up system for all projects.

6. Event Management:

  • Manage the practical and administrative requirements for organizational events as required, including booking appropriate venue(s), furniture, equipment, refreshments and entertainment where appropriate.

Job Specification:

  • A Good Degree
  • Minimum of 1-2 years related work experience 

Behavioural:

  • 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

Remuneration: NGN70,000 per month

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