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Executive Assistant

Our Client is a Multinational Research Company located in Lagos currently seeking to hire an Executive Assistant. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability to work independently on projects and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

 

Responsibilities

 

  • To act as the first point of contact for the CEO within the organization
  • proactively and promptly reviewing and tracking incoming enquiries such as emails, invitations, complaints and correspondence and responding directly, delegating to colleagues, or advising on responses to the CEO
  • providing clarity of outcome/actions and ensuring these are followed to resolution in a professional manner
  • To maintain short, medium and long-term diaries for the CEO ;
  • To make administrative arrangements and the planning for internal and external meetings and conferences and attend as necessary, operating a system to ensure the CEO(where required) is fully briefed for meetings
  • To provide high-level secretariat support to key internal and external meetings involving the CEO, including preparing agendas, co-ordinating or writing papers, producing minutes, andensuring follow-up actions are progressed
  • To liaise with external bodies with which the CEO require representation
  • To ensure the effective operation of the CEO offices;
  • To prepare correspondence, reports, memos and presentation material as required, noting the need for accessibility in all documentation from all sources;
  • Completes a broad variety of administrative tasks for the CEO including: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
  • Plans, coordinates and ensures the CEO's schedule is followed and respected. Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the CEO's time and office

 

Competency/Skill/Requirements

  • B.sc in relevant fields
  • Must have at least 10 years experience managing CEO’s portfolio.
  • To have highly competent IT skills across standard Microsoft packages;
  • To have highly competent note-taking and typing capability
  • A self-starter, capable of acting on own initiative and proactively managing competing demands and pressures and able to multi-task effectively
  • Must be able to work collaboratively, with a range of colleagues in the wider organization, as well as with external stakeholders.
  • Excellent interpersonal, diplomatic, oral communication skills 
  • Demonstrable level of numeracy and ability to analyses statistical and financial data
  • Confidence in working with senior internal and external stakeholders at director and trustee level 
  • Well placed sense of judgment and political skills, able to exercise absolute discretion and confidentiality 
  • Evidence of an ability to “think outside the box” and generate and implement creative solutions
  • To be able to work with versatility, meeting unexpected, very tight deadlines on occasion, being able to prioritize as required and able to work autonomously;
  • To have strong attention to detail;

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