Executive Assistant at Aeti Power Systems and Controls Limited

Auto req ID: 123872BR
Location: Lagos
Region: EMA
Function: Infrastructure - Operations & Administration
Service Line: Operations & Administration
Engagement Type: Graduate Hire

Roles and Responsibilities

• Coordination and making arrangements for official travels/trips, including bookings, obtaining of visas, itineraries and residence / work permits for expatriates (if required), etc.
• Provision of full range of secretarial duties, including screening/receiving/coordinating visitors, screening/handling phone calls, typing documents, proofreading, copying, transcribing dictation, keeping confidential records, handling mails/correspondences/faxes
• Provision of facilities management support and coordination of all maintenance, servicing and repairs pertaining to office equipment
• Preparation, planning, organization and management of weekly schedules, and application of Standard Operating Procedures
• Administration and coordination of training programmes when necessary
• Planning, scheduling and coordination of informal events such as cards / gifts for birthdays and other celebrations
• Overseeing allocation of staff lockers and general pool management
• Maintenance of an accurate filing system and document control
• Maintenance of data privacy and confidentiality of necessary administrative affairs
• Managing special projects / activities / tasks
• Advanced, diversified administrative duties e.g. preparing weekly & monthly reports, preparation / distribution of minutes of meeting, composing correspondence/memos/documentation, updating manuals, maintaining logs
• Generation/gathering of data/information from various sources (e.g. reports, logs, files, etc.).
• Reviews invoices and other data for inaccuracies and inconsistencies
• Scheduling and making arrangements for meetings, appointments, conferences, and assembling necessary requirements and resources.  Managing Outlook calendars as well
• Provision of support to management in attending to requests or enquiries
• Managing time reporting, expense reporting, procurement, reconciliation and retirements
• Authoring or creating documents, spreadsheets and presentations
• Resolving both routine and complex administrative problems
• Taking initiative in programme/project planning, development, and execution of agreed work plans within established time frames
• Training and providing effective coaching, feedback and motivation to entry-level staff in the division/unit
• Coordinating with other staff/team members regarding general business/office activities to ensure proper understanding of agreed goals/firm objectives
• Clear communication and active seeking of ideas/suggestions for process improvement
• Liaison with vendors, third-party agents and regulatory authorities while ensuring adherence to Service Level Agreements and compliance with regulatory requirements

Qualifications and Skills

• A good first Degree or its equivalent in any discipline from a reputable institution
• Possession of a Certificate in Secretarial Studies or a similar certification will be an advantage
• A minimum of three (3) years’ relevant post-NYSC experience, preferably in a similar position in a multinational
• Demonstrable competencies in corporate services
• High ethical standards and proven integrity
• Excellent persuasive and negotiation skills
• Good research and documentation skills
• Strong analytical and problem-solving skills
• Extensive knowledge of modern office administrative practices and equipment usage
• Articulate, with excellent written and verbal communication skills
• Proven ability to multitask or deliver on multiple tasks within tight timelines
• Strong planning and organizing skills
• Ability to work independently (without supervision)
• Excellent computer skills and adequate knowledge of a variety of software programs
• Sound judgement, discretional ability and good decision-making skills
• Well-dressed, presentable and professional outlook
• Broad and comprehensive knowledge of administrative policies, procedures and processes
• Deep knowledge and good understanding of underlying operational issues
• Team-oriented individual with good relationship skills
• Working knowledge of the Microsoft Office suite, including but not limited to Word, Excel, PowerPoint, Outlook, etc.