Executive Assistant at Bayer MaterialScience (BMS)

Job description

1. Position purpose

•     Provide support to the MD Nigeria BMS by effectively managing his/her schedule and performing a wide variety of responsible, complex and confidential administrative, secretarial, analytical and research duties.
•     Duties performed require considerable confidentiality, initiative, tact, and mature and independent judgment.

2. Major tasks and responsibilities of position

•     Calendar management: coordinate and schedule appointments and meetings. Plan, schedule and coordinate F&A Departmental meetings, retreats and other events with other Departments.
•     Prepare agendas, make copies, set up room, coordinate with speakers, take and type notes etc.
•     Coordinate travel arrangements for the MD and other staff as needed, process MDs expense report: travel authorizations, flight tickets, hotel bookings, visas, airport transfers, petty cash reimbursements, etc.
•     Receive daily mail, sort and distribute properly; make copies of financial statements, handouts and other documents. Keep MD apprised of time sensitive matters/mailings/phone calls. Fax/scan and mail letters and other documents.
•     Coordinate events, conferences and meetings by arranging the appropriate space to facilitate the event. This will include scheduling catering invites and attendees when needed and controlling the budget for such.
•     Produce and proofread correspondences, presentations with Power Point and Excel or other materials as directed by the MD.
•     Additionally as may be required support FA Manager on Bookkeeping tasks, Credit Management tasks, and Master Data tasks.
•     Provide training to colleagues on procedures, new tools or other ongoing project.

Desired Skills and Experience

•     Leadership quality and decision making skills
•     Managerial and Organizational skills.
•     Interpersonal skills
•     Effective written, listening and verbal communication skills
•     Analytical and problem solving skills
•     Flexibility and proactivity skills.
•     Adaptability in a dynamic working environment and organizational culture.
•     Self-motivated and determined.
•     Reliable, trustworthy, and abide by the company's terms and conditions.
•     Proven Computer skills
•     Time and stress management skills (ability to work within deadlines)
•     Language skills English with French and/or German being added value