Personal Assistant to GMD

2 weeks ago


Lagos, Lagos, Nigeria Olakleen Holdings Limited Full time
Executive Assistant to the Group Managing Director Job Title: Executive Assistant to the Group Managing Director Company: [Company Name]

Job Summary:

  • Provide high-level administrative support to the Group Managing Director, utilizing diplomacy, discretion, and confidentiality to manage and prioritize his time effectively.
Responsibilities:
  • Offer comprehensive secretariat support and assistance to the Group Managing Director in the discharge of his duties.
  • Ensure prompt and effective communication between subsidiaries/departments and the Group Managing Director.
  • Manage board processes, including board papers, agendas, minutes, discussion papers, and proposals.
  • Prepare memos, letters, and miscellaneous correspondence for the Group Managing Director's approval and ensure daily dispatch of outgoing mail.
  • Update the Group Managing Director's contact database and maintain his official diary.
  • Proactively prioritize, plan, and schedule the Group Managing Director's busy schedule, diary commitments, papers, and travel arrangements.
  • Conduct daily diary meetings with the Group Managing Director to discuss upcoming engagements, invitations, and other requests.
  • Maintain regular updates of appointments and ensure the preparation for meetings is smooth.
  • Schedule meetings on behalf of the Group Managing Director between him and his direct reports and committees/groups to which he is a member.
  • Manage the Group Managing Director's calendar, receive/respond to sensitive correspondence, keep, maintain, update, and retrieve files.
  • Filter general information, queries, phone calls, and invitations to the Group Managing Director.
  • Carry out research on behalf of the Group Managing Director when assigned.
  • Ensure guests meeting with the Group Managing Director are well taken care of.
  • Provide a service that is in line with the Group Managing Director's work habits and preferences.
  • Anticipate and identify potential problems in relation to issues arising, particularly when priorities can change at short notice.
  • Use own initiative to undertake action to minimize disruption to the scheduled workload.
  • Maintain office systems, including data management and filing.
  • Perform any other function assigned by the Group Managing Director.
Minimum Competencies & Skill Requirements:
  • Bachelor's Degree in Business Administration, Secretarial Administration, Public Administration, or related fields.
  • At least 5 years of working experience in a similar position.
  • Demonstrable experience in an administrative/executive assistant/PA role in a highly pressurized environment requiring tact, judgment, and discretion in handling internal and external contacts.
  • Experience of diary management/researching and booking of travel and accommodation.
  • Experience of successfully working with senior management.


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