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Executive Assistant/Admin Support

Job Summary

Providing efficient administrative support to the CEO as Executive Assistant and Executing HR transactional/administrative activities

  • Minimum Qualification: Degree
  • Experience Level: Mid level
  • Experience Length: 3 years

Job Description

Reporting Line 

  • Head HR & Admin, Executive Director and the MD/CEO

Job Summary

  • Providing efficient administrative support to the CEO as Executive Assistant.
  • Executing HR transactional and administrative activities to provide functional support to the head of HR/Administration Department
  • Provide excellent, courteous Customer Service to company employees, deploying Active Listening, making appropriate inquiries, helping to resolve issues, and deploying resourcefulness in addressing employee needs.

Core Working Relationships

  • HR/Admin Team
  • Commercial Team
  • Technical Team
  • Production Team
  • Logistics/Procurement Team
  • Accounts/Finance Team
  • Management Team
  • Service Providers

Executive Assistant

  • Provide efficient/effective secretarial support and logistics to the CEO.
  • Maintain a comprehensive/accurate filing system in respect to the CEO’s correspondence.
  • Ensure smooth arrangements for CEO’s travel plans.
  • Attending of operational/staff meetings and taking accurate minutes of meetings
  • Liaise with Company lawyer, confirm Board of Directors meeting dates and make preparation for refreshments.
  • Preparation of reports and correspondences

House-Keeping

  • Compile and monitor daily and weekly cleaning schedules
  • Supervise the cleaners to ensure cleanliness for all facilities, equipment, instruments i.e. the admin block, factory, toilets, machinery etc.

Administrative

  • Ensure efficient and effective logistics support in terms of office provision and consumables.
  • Assist in supervising Guest House matters and ensure that all requests from the Guesthouses are promptly attended to.
  • Assist in providing administrative support for the Admin department, and generate periodic administrative reports as required.
  • Assist in liaising with service vendors and in monitoring the job contracted to them.
  • Coordinate arrangements for staff travels.
  • Access office mails and conducts internet research for information and data analysis when necessary.
  • Maintain a comprehensive and accurate filing system on Administrative matters.
  • Prepare expense and cash vouchers, and ensure that the Admin. The expense and Petty Cash Priority List is updated daily; with accurate periodic submission to Finance and management.
  • Assist with prompt payment of all utility bills i.e. PHCH, Telephone, and LAWMA etc.
  • Assist with keeping track of all routine vehicle reports, Diesel Generator reports and timely servicing and maintenance, purchase of parts, for company’s official and status vehicle.
  • Undertake additional tasks or projects as assigned by the Head of Department, or authorized officers.
  • Assist with compilation and submission of the monthly expatriate returns to the Nigerian Immigration Service.

Key Job Attributes

  • Generic
  • Digitally savvy
  • Powerpoint presentation proficiency
  • Strong organization skills and a problem-solving attitude
  • Results-driven with the ability to meet deadlines
  • Attention to details
  • Excellent Communication Skills (Verbal, written and listening)
  • Strong Interpersonal Skills
  • Team Spirit
  • Knowledge of flight and hotel booking/reservation

Technical

  • Knowledge of People Management
  • Proven knowledge of Office procedures
  • Proficiency with Microsoft Office Package
  • Knowledge of ERP Usage

Education & Experience

  • A first degree in Social Sciences or Arts
  • Minimum of 3 years of relevant work experience
  • Candidate must be a female.


 

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