Executive/Paralegal Assistant To The Company Secretary at Abuja Electricity Distribution Company (AEDC Plc)

Job Description

• Job holder is responsible for supporting the Company Secretary and contributing to the effectiveness of the Company through provision of high quality administrative functions.

Major Roles / Responsibilities

• First line of contact for the office of the Company Secretary & Director Legal Services concerning any enquiries, relays complex/ sensitive information and instructions and responds as appropriate.
• Manages the Company Secretary’s diary, arranging and prioritising appointments.
• Responsible to rely accurately to inquiries and determine the correct course of action or redirect callers to appropriate person/area.
• Timely generates, manages and distributes general memos, correspondence, report and mails.
• Proper recording/ tracking of mails.
• Provides logistic support by researching and compiling information/ documentation for the preparation of reports, assembles and organises materials for meeting and coordinates in projects as directed by the Company Secretary.
• Collation of board pack/delivery and Printing of report/board packs.
• Accurate documentation, tracking and closure of assignments and tasks to Legal Services staff.
• Flag and follow up on outstanding / overdue assignments.
• Prepares weekly and monthly report.
• Request and follow up on delivery of office supplies and monitor usage.
• Ensures continuous availability of refreshment, phone credit, internet access.
• Prompt retirement of CWA.
• Develops effective recorder levels.
• Timely dispatch and management of memos / documents.
• Proper recording, distribution and tracking of mails.
• Preparation and dispatch of memo and letters.
• Delivery of mails to appropriate authorities.
• Proper filling and retrieval of documents/ acknowledgment.
• Initiate searches and file.
• Prompt reporting and follow up on maintenance of office equipment.
• Tracking and ensuring schedule maintenance of LSCS equipment.
• Collation of board pack/delivery.
• Printing of reports/ board packs.
• Procurement of refreshments for board, shareholder and management meetings.
• Effective cost management for refreshments procured.
• Follow up on prompt payment to External Counsel

Education, Experience & Technical Skills

• LLB and BL.
• Minimum of 3-5 years’ experience in a highly pressurized environment.
• Demonstrates professionalism, diplomacy, and the ability to maintain confidentiality when dealing with sensitive matters.
• Sound organizational skills and thorough attention to details.
• Excellent written, oral communication and interpersonal skills.
• Possesses a high level of discretion and calmly handles a demanding workload with conflicting priorities.
• Possesses a high level of integrity.
• Advanced computer skills, including proficiency with Microsoft Office.
• Able to interact effectively with all levels of people.
• Exudes oral and written communication skills.

Other Required Competencies:

• Discretion and confidentiality.
• Resilient and able to deliver under pressure.
• Takes full ownership and demonstrates focused determination to complete work on time.
• Ability to work as a team with minimal supervision.

Key Performance Indicators (KPIs):

• Regularly meeting competing deadlines.
• Availability of office equipment / refreshment.
• Easy retrieval of documents by 3rd parties.
• Evidence of acknowledgement of dispatched mail.
• No overdue CWA.
• Office equipment are not use for private purpose.
• Equipment always in good working other.
• Board pack are intact error free printing /collation.
• Weekly and monthly reports.
• Improved turnaround of assignments.
• Refreshment adequacy for meetings.