The Executive Secretary/Personal Assistant (PA) to the Chairman provides high-level administrative support to the Chairman, managing schedules, coordinating meetings, handling communications, and performing a variety of tasks to ensure the efficient operation of the Chairman’s office. This role requires exceptional organizational skills, discretion, and the ability to manage multiple priorities in a fast-paced environment.
Job duties and responsibilities
Key Responsibilities:
Administrative Support:
Manage the Chairman’s calendar, including scheduling appointments, meetings, and travel arrangements.
Prepare and organize meeting agendas, minutes, and presentations.
Handle incoming and outgoing communications, including emails, phone calls, and correspondence.
Meeting Coordination:
Coordinate and facilitate meetings, ensuring all necessary materials are prepared and distributed in advance.
Arrange logistics for meetings, conferences, and events, including venue booking and catering.
Attend meetings with the Chairman, take notes, and follow up on action items.
Travel Management:
Arrange domestic and international travel, including flights, accommodations, and transportation.
Prepare detailed travel itineraries and ensure all travel documents are in order.
Handle travel-related expenses and reimbursements.
Communication and Correspondence:
Draft, review, and edit reports, letters, and other documents for the Chairman.
Maintain effective communication with internal and external stakeholders on behalf of the Chairman.
Screen and prioritize incoming communications and delegate tasks as appropriate.
Confidentiality and Discretion:
Handle sensitive information with the utmost discretion and confidentiality.
Maintain confidentiality of all corporate, personnel, and research matters.
Office Management:
Oversee the organization and maintenance of the Chairman’s office.
Manage office supplies, equipment, and other resources to ensure a well-functioning office environment.
Coordinate with other departments and staff to facilitate smooth operations.
Project Assistance:
Assist the Chairman with special projects, research, and initiatives as required.
Track project progress and provide updates to ensure timely completion.
Compile and analyze data to support decision-making processes.
Relationship Management:
Build and maintain strong relationships with key stakeholders, including board members, executives, and external partners.
Act as a liaison between the Chairman and other departments within the organization.
Job requirements and qualifications
Education: A Bachelor’s degree in Business Administration, Management, or a related field is preferred.
Experience: Minimum of 7-10 years of experience as an executive secretary, personal assistant, or in a similar administrative role, preferably supporting C-level executives.
Skills:
Excellent organizational and time-management skills.
Strong written and verbal communication abilities.
Proficiency in office software (e.g., Microsoft Office Suite, Google Workspace).
Ability to multitask and prioritize tasks effectively.
High level of discretion and confidentiality.
Strong attention to detail and problem-solving skills.
Key Competencies:
Professionalism: Demonstrates a high level of professionalism and a positive demeanour.
Flexibility: Adaptability to handle changing priorities and tasks.
Initiative: Proactively identifies and addresses needs and issues.
Interpersonal Skills: Ability to build and maintain effective relationships with stakeholders.
Judgment: Exercises sound judgment and decision-making abilities.
Working Conditions:
Environment: Office setting with occasional travel as required.
Hours: Full-time position, with flexibility to work overtime as needed to meet the Chairman’s schedule and demands.
Salary
negotiable
Minimum Experience
7 years
Maximum Experience
10 years
Application Deadline: 18th September, 2024
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Ogun ,
Recorder Operator
4 months ago
Our Client, A Leading Commodity Trading Company...
With 40 years of experience, we have provided people management and human resource solutions to some of Africa's leading companies across diverse industries, including oil & gas, telecoms, manufacturing, financial services, FMCG, and technology.