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Personal Assistant

2 months ago

Lagos, Lagos, Nigeria Talents and Skills Africa Full time

Job Summary

  • As a Personal Assistant, you will provide high-level administrative support to Executive'sto ensure their day-to-day operations run smoothly and efficiently.
  • Your role will involve managing schedules, coordinating meetings, handling confidential information, and ensuring that the executive you support is always prepared and organized.
  • In this dynamic and fast-paced role, you'll be an indispensable right-hand person, enabling [the executive/organization] to achieve their goals with seamless coordination and communication.

Key Responsibilities
Diary and Schedule Management:

  • Manage the executive's calendar, including scheduling meetings, appointments, and travel plans.
  • Ensure that the executive's day is organized and optimized for maximum productivity by proactively identifying priorities and potential conflicts.
  • Send reminders for important meetings, deadlines, and follow-up tasks.

Travel Arrangements:

  • Coordinate domestic and international travel arrangements, including flight bookings, accommodations, itineraries, and ground transportation.
  • Ensure all travel plans are efficient and cost-effective while considering the executive's preferences.
  • Prepare detailed travel packs, including agendas, meeting details, and relevant documents for the executive.

Meeting Coordination:

  • Organize and prepare for internal and external meetings by arranging meeting venues, preparing agendas, and distributing pre-read materials.
  • Attend meetings when required to take detailed minutes, and follow up on action items to ensure timely completion.
  • Liaise with stakeholders to confirm attendance, reschedule appointments, and handle any logistical changes.

Communication and Correspondence:

  • Act as a gatekeeper for the executive, handling phone calls, emails, and other communications with discretion and professionalism.
  • Draft and proofread emails, reports, and other documents on behalf of the executive.
  • Handle incoming and outgoing correspondence, prioritizing and responding to items where appropriate.

Administrative Support:

  • Perform general administrative tasks such as filing, managing documents, ordering supplies, and maintaining office systems.
  • Maintain confidential files and records, ensuring sensitive information is handled appropriately.
  • Organize and maintain the executive's office, keeping it tidy and fully equipped.

Project Management and Support:

  • Assist with special projects, conducting research, preparing reports, and providing administrative support to ensure successful project execution.
  • Track the progress of projects and initiatives led by the executive and provide updates as required.
  • Ensure that all tasks and projects are completed to a high standard and within deadlines.

Event Planning and Coordination:

  • Plan and execute corporate events, meetings, and social gatherings, coordinating all aspects from invitations to catering and logistics.
  • Ensure events run smoothly by managing timelines, vendor communications, and last-minute changes with calm and precision.

Confidentiality and Discretion:

  • Handle sensitive and confidential information with the utmost discretion.
  • Act as a trusted advisor to the executive, maintaining professionalism at all times, and representing the executive's interests both internally and externally.

Key Qualifications

  • Education: A Bachelor's Degree in Business Administration, Office Management, or a related field is preferred, but not essential with sufficient experience.
  • Experience: A minimum of 2-5 years of experience as a Personal Assistant, Executive Assistant, or in a similar administrative role.

Skills:

  • Excellent organizational and time-management skills.
  • Strong communication skills, both written and verbal.
  • Proficiency with office productivity tools such as Microsoft Office Suite Word, Excel, PowerPoint and calendar management tools e.g., Google Calendar, Outlook.
  • Ability to work independently and handle multiple tasks simultaneously in a fast-paced environment.
  • Strong attention to detail and accuracy.
  • Ability to maintain a high level of confidentiality and discretion.
  • Flexibility to respond to urgent requests outside of normal working hours.

Core Competencies:

  • Proactive: Ability to anticipate the needs of the executive and act accordingly without constant direction.
  • Problem-Solving: Quick thinker with a solutions-oriented approach to challenges.
  • Multitasking: Ability to juggle multiple priorities and deadlines efficiently.
  • Interpersonal Skills: Exceptional people skills with the ability to build relationships with internal and external stakeholders.
  • Adaptability: Comfortable working in a dynamic environment and adjusting to changing priorities.