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Executive Assistant

2 months ago

Lagos, Lagos, Nigeria Vantegral Consulting Full time
Executive Assistant to the Managing Director

MRS is seeking a highly skilled and experienced Executive Assistant to provide administrative support to our Managing Director. As a key member of our team, you will play a critical role in ensuring the smooth operation of the MD's office and contributing to the overall success of our organization.

Key Responsibilities:
  • Manage the MD's diary, appointments, output, workflow, and office timelines to ensure seamless coordination and effective time management.
  • Maintain the MD's diary, ensuring regular updates of appointments, and preparing for meetings and deliveries of training.
  • Read, monitor, and respond to the MD's email in a timely and professional manner.
  • Prepare the MD's correspondence on his behalf, ensuring accuracy and attention to detail.
  • Liaise with relevant individuals and external organizations to arrange meetings, prepare agendas, and draft minutes.
  • Prepare the MD's presentations and ensure they are well-organized and visually appealing.
  • Provide exceptional administrative support, ensuring the MD's work habits and preferences are met.
  • Ensure the MD is fully briefed on or prepared for any engagements he is involved in, and maintain accurate records of papers and electronic correspondence.
  • Answer phone calls, handle enquiries, and requests in a professional and courteous manner.
  • Coordinate the MD's travel, including complex itineraries, and process official expenditures and claims as required.
  • Undertake any other duties as requested by the MD, ensuring confidentiality and discretion when handling sensitive information.
  • Maintain and confidentially store documents related to the MD's office, ensuring they are secure and easily accessible.
  • File and document all relevant documents, ensuring they are up-to-date and easily retrievable.
  • Liaise with Heads of Department on matters relating to the MD's office, ensuring effective communication and collaboration.
  • Follow up on all outstanding issues in the MD's office, ensuring prompt and effective resolution.
  • Ensure prompt and effective communication between company departments and the MD, facilitating smooth workflow and collaboration.
  • Take dictation and produce accurate and timely reports, ensuring high-quality output.
  • Maintain the meeting room diary, ensuring the meeting room and contact rooms are well-stocked and prepared for occupancy.
  • Receive stocks into the Admin Section stores and issue them out when required, ensuring efficient inventory management.
  • Prepare the Boardroom for management and other scheduled meetings, ensuring a professional and welcoming environment.
  • Ensure a conducive workplace for the MD's office, supervising the janitors/cleaners to maintain a clean and organized environment.
  • Process, service, and post transaction bills related to the MD's office, ensuring accuracy and timeliness.
  • Ensure follow-up of requisitions/cash advance, retirement, and payment of vendors to avoid penalties for late payment.
  • Coordinate and manage the MD's visitors' schedule, treating all guests with courtesy and hospitality.
  • Devising and maintaining office systems, including data management and filing, to ensure efficient and effective operations.
  • Maintain a proper and user-friendly filing and document control system for recording and tracking of all documents.
  • Maintain a comprehensive filing system for the MD's office, ensuring easy access and retrieval of documents.
  • Keep and retrieve files, ensuring they are secure and easily accessible.
Requirements:
  • A good first degree in the Social Sciences, Management Science, or Arts.
  • A good post-graduate degree in Business Administration will be an added advantage.
  • A professional qualification in Communication or Secretarial Administration will be an added advantage.