Executive Assistant, DH Trading Business at Nigerian Stock Exchange

Grade: Executive Assistant - Officer
Division: Trading Business Division
Department: Office of the DH-Trading Business
Estimated Date of Resumption: Monday, February 18, 2019
Grade: Executive Assistant - Officer

Job Summary

• The Nigerian Stock Exchange services the largest economy in Africa, and is championing the development of Africa’s financial markets.
• The Exchange offers listing and trading services, licensing services, market data solutions, ancillary technology services, and more. It is an open, professional and vibrant exchange, connecting Nigeria, Africa and the world.
• The job holder is responsible for providing high-level administrative support to the DH’s office by preparing reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, efficient filing system, and scheduling meetings.

Key Responsibilities

• Arranging & Managing Meetings Co-ordinate regular and irregular meetings Collate and distribute papers prior to meetings Ensure that all materials for meetings are prepared in a timely manner Accurate dictation and note taking at meetings as required Ensure that minutes are taken and written up of Management Meetings and dispatched by the end of same week
• Produce and distribute minutes Arrange refreshments for meetings (where applicable) Diary Management Responsible for managing diaries for meeting schedules Arrange meetings and keep diaries constantly up-to-date Ensure that any appointments requested are noted in diary provisionally and checked with Divisional Head before confirming
• Liaise with protocol to ensure all flights, hotel accommodation are arranged for all local and international trips General Administration Implement and maintain an efficient filing system
• Oversees a broad variety of administrative tasks for the Divisional Head including: managing an extremely active calendar of appointments; composing and preparing correspondence, arranging complex and detailed travel plans, itineraries, and agendas
• Ensure the maintenance of a working environment that yields productivity and furnishes essential office supplies
• Monitors The Divisional Head’s office operations
• Schedules appointments and meetings for the Divisional Head with HODs, ExCO, Senior Managers, employees and external visitors
• Serve as the go-to for office inquiries
• Track office supply inventory Post & E-Mails Manage e-mails inflows Regularly review e-mails, forwarding and bringing to the attention of The Divisional Head as appropriate
• Deal with correspondence and emails quickly and efficiently where appropriate and to a high standard
• Relationship Management Maintain and manage clients contacts list Manage employee appointments for The Divisional Head Maintain and manage any other key contacts required of the Personal Assistant Project Management Perform additional duties as directed
• Keep track of deliverables arising from projects in the Executive Directors office

Qualifications and Experience

• A Bachelor's Degree from a recognized institution
• Minimum of 3 years Post qualification experience in a Secretarial/ Administrative role
• Membership of professional body is an advantage e,g, ICSAN.    

Functional Competencies:

• Project Management
• Research and Analysis

Behavioural Competencies:

• Attention to Detail
• Effective Communication Skills (Written & Oral)
• Innovation
• Integrity
• Inter-Personal Relations.