Executive Assistant to the CEO at Health Plus Limited

Reference:HP/CEO/18
Location: Lagos
Contract Type: Permanent

Job Functions

• Administration,Communications,Coordinator,Executive Management,Project Management,Public Relations,Secretary

Industries:

• Admin, Office & Support,Government / Municipal

Specification:

• Report to the CEO

Correspondence and Document:

• Prepare and preview hard copy and electronic mails on behalf of the CEO; provide accuracy checks on basic data and documents requiring the CEO’ signature
• Sort and distribute the CEO’s mails and memos
• Prepare and arrange the collation & biding of documents for presentations as directed
• Ensure all documentation is appropriately filed for ease of reference and efficient retrieval

Calendar Management:

• Pro-actively coordinate, monitor and manage CEO’s personal appointments and diary

Meeting Management:

• Take and distribute Minutes of Meetings when required

Administration:

• Answer telephone calls directed to the CEO’s Office and take messages
• Answer all enquiries efficiently and effectively
• Provide support to the officers responsible regarding the organization and coordination of internal/external meetings or events
• Work continuously to promote the culture of excellent customer service in supporting the Chief Executive Officer achievement of desired objectives

Customer Responsiveness:

• Courtesy in dealing with internal staff, external customers and vendors

Expense Management:

• Operate efficiently at lowest cost; staying within approved budgets, establish appropriate reporting and control procedures

Decision Making/Problem Solving:

• Quick understanding of most relevant problems and the ability to proffer timely, practical decisions

Housekeeping:

• Ensure efficient use and management of the Reception & Reception Corner and Conference Room
• Proactive management of the CEO’s personal itinerary (meals & refreshments, personal visitors, family/friends’ birthday & other celebration notifications, reminders and co-ordination of family events, etc.)
• Efficient running of the CEO’s Office; overseeing its’ cleanliness, orderliness and ensuring there is always a sufficient supply of office supplies and stationery

Requirements    

• Bachelor’s degree in Business Administration or a relevant field with at least 5 years of proven experience providing executive support in a structured organization
• Membership of ICSAN, CIA is an added advantage
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
• Very strong interpersonal skills and the ability to build relationships with stakeholders, including Board of Directors, Senior Management Team and external partners
• Understanding business functions and metrics within the Organization
• Expert level written and verbal communication skills
• Demonstrated proactive approaches to problem-solving with strong decision-making capability
• Able to work within a team as well as alone with little or no supervision
• High level of personal effectiveness
• Excellent customer service and interpersonal skills
• A professional and confident manner
• Committed and professional in attitude
• Ability to adapt to and manage change
• Ability to treat others with respect
• Upholding quality and continuous improvement
• A good working Knowledge of the uses and applications of MS Office suite; Word, PowerPoint, Excel, Outlook etc. in the preparation of high quality documents on behalf of the CEO