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Executive Assistant

2 months ago

Lagos, Lagos, Nigeria AnneMarthas Global Services Limited Full time

Job Description

  • This role requires exceptional organizational skills, flexibility, and the ability to handle multiple tasks simultaneously.
  • The ideal candidate will be proactive, detail-oriented, and capable of managing a wide range of responsibilities.

Key Responsibilities
Marketing and Operations Support:

  • Administrative Tasks: Assist the Managing Director with daily administrative tasks, including email management, phone calls, and correspondence.
  • Campaign Coordination: Coordinate marketing campaigns from planning to execution and tracking results.
  • Client and Partner Management: Maintain communication with clients, partners, and vendors, ensuring high levels of satisfaction and effective collaboration.
  • Presentations and Proposals: Prepare and edit marketing presentations, proposals, and reports to support business development efforts.
  • Market Research: Conduct market research to analyze trends, competitors, and customer insights to inform marketing strategies.
  • Operational Oversight: Oversee operational activities, ensuring they align with the company's strategic goals.
  • Meeting Coordination: Schedule and coordinate meetings, appointments, and travel arrangements, including preparing meeting agendas and taking minutes.

Foundation Support:

  • Program Administration: Provide administrative support for the foundation's educational programs, including coordination with schools, teachers, and volunteers.
  • Event Organization: Assist in organizing fundraising events, managing logistics, and ensuring successful execution.
  • Donor Relations: Maintain and update records of donors, donations, and expenses, ensuring accurate documentation and reporting.
  • Communication: Draft and distribute newsletters, press releases, social media updates, and other communication materials to promote the foundation's activities.

Personal Support:

  • Calendar Management: Assist in managing the Managing Director's personal and professional calendar, ensuring efficient time management.
  • Literary Project Support: Provide comprehensive support for the project, including conducting research, organizing manuscript drafts, and assisting with editing.
  • Writing Schedules: Create and manage writing schedules, ensuring deadlines are met and progress is monitored.
  • Marketing and Sales Coordination: Schedule and coordinate activities related to the marketing and sales of the literary project once it is completed.
  • Personal Tasks: Handle personal errands and tasks as needed to support the Managing Director's daily activities.
  • Confidentiality: Manage confidential and sensitive information with the utmost discretion and professionalism.

Additional Responsibilities:

  • Project Management: Take on special projects as assigned by the Managing Director, ensuring timely and successful completion.
  • Travel Arrangements: Coordinate domestic and international travel arrangements, including booking flights, accommodation, and transportation.
  • Office Management: Oversee office supplies and inventory, ensuring the office operates smoothly and efficiently.
  • Financial Tasks: Assist with basic financial tasks such as expense reporting, budget tracking, and invoice management.
  • Relationship Building: Build and maintain strong relationships with internal and external stakeholders, representing the Managing Director in a professional manner.
  • Event Planning: Organize and manage company events, meetings, and social gatherings, ensuring all details are handled meticulously.

Qualifications

  • Bachelor's Degree in Business Administration, Marketing, Communications, or a related field.
  • Minimum of 3 years of experience as a personal assistant, executive assistant, or in a similar role.
  • Strong organizational and multitasking skills, with the ability to prioritize effectively.
  • Excellent written and verbal communication skills.
  • Proficiency in Microsoft Office Suite Word, Excel, PowerPoint, Outlook.
  • Ability to work independently and as part of a team.
  • Discretion and trustworthiness in handling confidential information.
  • Flexibility and adaptability to changing priorities and schedules.
  • Experience in the advertising or marketing industry is a plus.

Key Competencies:

  • Attention to Detail: Ensures all tasks are completed accurately and efficiently.
  • Time Management: Prioritizes tasks effectively to meet deadlines.
  • Problem-Solving: Identifies and addresses issues proactively.
  • Interpersonal Skills: Builds strong relationships with stakeholders and team members.
  • Creativity: Brings innovative ideas to support marketing and foundation activities.
  • Proactivity: Anticipates needs and takes initiative without waiting for instructions.
  • Writing and Reading Literary Works: Brings innovative ideas to support creation of literary project and its activities.