Executive Assistant

2 weeks ago

Victoria Island, Nigeria Contec Global Infotech Limited Full time

Job Description

  • The Executive Assistant provides high-level administrative support to senior executives, ensuring the smooth functioning of their day-to-day activities.
  • This role involves managing schedules, coordinating meetings, handling confidential information, and acting as a liaison between the executive and internal or external stakeholders.

Key Responsibilities
Administrative Support:

  • Manage executive calendars, including scheduling meetings, appointments, and travel arrangements.
  • Prepare and edit correspondence, reports, presentations, and other documents as needed.
  • Organize and maintain files, records, and databases, ensuring all information is accurate and up-to-date.

Meeting Coordination:

  • Arrange and coordinate meetings, conferences, and other events, including preparing agendas, taking minutes, and following up on action items.
  • Ensure all logistical details are managed effectively, such as booking venues, arranging catering, and setting up audiovisual equipment.

Communication Management:

  • Serve as the primary point of contact between the executive and internal or external stakeholders, managing all communications effectively.
  • Screen and prioritize incoming emails, calls, and requests to ensure timely and appropriate responses.
  • Draft, proofread, and distribute communications on behalf of the executive.

Travel and Expense Management:

  • Plan and coordinate domestic and international travel arrangements, including flights, accommodations, and transportation.
  • Prepare detailed travel itineraries and ensure all travel-related documents are in order.
  • Manage expense reports, including collecting receipts, tracking expenses, and ensuring timely reimbursement.

Project and Task Management:

  • Assist in planning, coordinating, and executing special projects or initiatives as directed by the executive.
  • Track project timelines, deliverables, and budgets to ensure successful completion.

Confidentiality and Discretion:

  • Handle sensitive information with the utmost confidentiality and professionalism.
  • Ensure all communications and documents are managed in a secure and compliant manner.

Office Management:

  • Oversee the day-to-day operations of the executive office, including managing supplies, equipment, and vendor relationships.
  • Support other administrative staff as needed and help maintain a positive office environment.

Requirements
Skills:

  • Excellent organizational and time management skills.
  • Strong written and verbal communication abilities.
  • High level of proficiency in Microsoft Office Suite Word, Excel, PowerPoint, Outlook.
  • Ability to multitask and prioritize tasks in a fast-paced environment.
  • Strong problem-solving skills and attention to detail.

Personal Attributes:

  • Discreet, trustworthy, and able to handle confidential information with integrity.
  • Proactive and self-motivated with a strong sense of initiative.
  • Adaptable and able to handle changing priorities and tight deadlines.
  • Professional demeanor and positive attitude.

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