Overview

We are looking for a versatile and highly-organized personal assistant to perform personalized administrative duties for senior management. In this role, you will be responsible for scheduling meetings, taking notes, and handling correspondence on behalf of managers. You may also be required to make travel arrangements and assist with other duties when required. Personal assistants perform secretarial work and provide senior managers with day-to-day administrative support. Their duties include answering phone calls and managing correspondence, scheduling appointments, and making travel arrangements. They may also be required to organize events.

To ensure success as a personal assistant, you should exhibit excellent organizational skills and demonstrable experience in a secretarial role. Accomplished personal assistants are intuitive to the needs of the managers and work autonomously to provide customized administrative support.

Duties/Responsibilities

• Maintains comprehensive calendar including scheduling of appointments, travels, meetings, and conferences for and on behalf of the Managing Director.
• Handles all incoming and outgoing correspondence, prioritize in terms of urgency, and redirect as necessary.
• Taking messages on behalf of the executive office from internal and external clients
• Typing/word processing of documents
• Maintains and updates information and data system as necessary within the Managing Directors’ office including hard copy files system and electronic files.
• Proper filing of all official executive documents
• Organizing internal and external meetings with and on behalf of the MD/ CEO
• Manages the travel Itinerary of the Managing Director as regards booking of flight tickets, processing of visa applications, booking of hotel accommodation and preparation of allowances, etc.
• Attends to all staff needs /requests and channels them to the appropriate personnel or unit within the office
• Managing databases of MD/CEO
• Processing maintenance requests for the executive office as the needs arise.
• Implementing and maintaining procedures/administrative systems
• Liaising with staff, suppliers, and clients where such duties entail
• Preparing letters, presentations, and reports
• Managing internal and external correspondence on behalf of senior management.
• Scheduling appointments, maintaining an events calendar, and sending reminders.
• Copying, scanning, and faxing documents, as well as taking notes.
• Preparing facilities for scheduled events and arranging refreshments, if required.
• Ordering office supplies and replacements, as well as managing mail and courier services.
• Observing best business practices and etiquette.
• Ensuring the MD’s things are adequately administered including the following: ensuring the domestic residence is functioning well, electricity bills, and DSTV are paid for timeously.
• She removes all burdens from the MD/CEO which would have required his/her attention but which profession

• Any other as may be maybe assigned by the executive office within the scope of expertise.

Requirements/ Qualification

• NCE/HND/First Degree with background in Finance or Business related courses.
• A minimum 3 years of practical experience in a similar role.
• Certification in secretarial work, office administration, or related training.
• Advanced typing, note-taking, recordkeeping, and organizational skills.
• Ability to manage internal and external correspondence.
• Working knowledge of printers, copiers, scanners, and fax machines.

Skills

• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Flexible, self-motivated, and proactive
• Demonstrate ability to maintain credibility, trust, and support with colleagues and clients.
• Ability to work under pressure and deadlines.
• Proficient in Microsoft Office (Outlook, Word, Excel, and PowerPoint), Adobe Acrobat, and Social Media web platforms.
• Good written and verbal communication.
• Ability to exercise diplomacy, and discretion, and maintain confidentiality.
• Demonstrated ability to achieve high-performance goals and meet deadlines in a fast-paced environment.
• Forward-looking thinker, who actively seeks opportunities and proposes solutions