Executive Assistant  – Owens & Xley Consults

JOB ROLE: Executive Assistant

LOCATION: Lekki, Lagos

SALARY RANGE: NGN80,000 – 100,000

GENERAL OVERVIEW

In this role, you are charged with the responsibility of providing high-level administrative support to the Managing Director. You will manage schedule and calendar, and also relieve the MD of administrative detail by setting up a “tickler” system and an “exception reporting” system to handle routine tasks.

MAJOR AREA OF IMPORTANCE:

Things that are important to me in this role.

-confidentiality

– ability to speak clearly

– creativity

– use of Canva, presentation design, word and excel

– fast paced and articulate at the sam

ROLES & RESPONSIBILITIES

• Provide sophisticated calendar management for the MD
• Prioritize inquiries and requests while troubleshooting conflicts
• Make judgments and recommendations to ensure smooth day-to-day engagements.
• Complete a broad variety of administrative tasks that facilitate the MD’s ability to effectively lead the organization, including assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence and maintaining contact lists
• Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the MD, including those of a highly confidential or critical nature.
• Prioritize and determine the appropriate course of action, referral, or response, exercising judgment to reflect the MD’s style and organization policy.
• Work closely with the MD to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
• Act as a “middle-man”, having a sense of the issues taking place in the environment and keeping the MD updated.
• Anticipate MD’s needs in advance of meetings, conferences, etc.
• Coordinate all Management meetings and assist with staff meetings and events as needed.
• Act as a bridge for smooth communication between the MDand staff, demonstrating leadership to maintain credibility, trust, and support with the Executive/ Management Team.
• Complete projects by assigning work to appropriate staff, including the Executive Team, on behalf of the MD.
• Work with the Management Team to coordinate the MD’s outreach activities.
• Follow up on contacts made by the MD to cultivate ongoing relationships.
• Evaluate and assist in developing office policies and procedures for improved work flow and anticipate future needs as organization grows.
• Assist in the selection of vendors and purchase equipment, services, and supplies necessary for operation.
• Prepare budget recommendations.
• Replenish office materials such as office supplies, etc.
• Provide brand management support as requested.
• Answer main phone line and respond to inquiries.
• Process and distribute daily mail.
• Invest in building long-lasting relationships both externally and internally.
• Manage petty cash reimbursements and reconciliation.
• Make travel arrangements for the Managing Director.
• Perform all other duties as assigned.

REQUIREMENTS:

• BSc. / HND in Business Administration or a related field.
• PMP is an added advantage
• Minimum of 3 years’ experience as an Executive Assistant

Technical Skills

• Google Suite proficiency
• Familiarity with office productivity tools and applications (e.g. e-calendars and copy machines)
• Excellent MS Office knowledge
• Diplomatic and tactful
• Soft Skills
• Ability to organize a daily workload by priorities.
• Ability to take initiative, give instructions, and be accountable for results
• Must be able to meet deadlines in a fast-paced quickly changing environment.
• A proactive approach to problem-solving with strong decision-making skills.
• Professional level verbal and written communications skills