Executive Personal Assistant to the President at Institute of Science and Technology Yenagoa

Roles and Responsibilities

• Completes a broad variety of administrative tasks for the President including: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
• Plans, coordinates and ensures the President’s schedule is followed and respected. Provides “gatekeeper” and “gateway” role, creating win-win situations for direct access to the President’s time and office.
• Communicates directly, and on behalf of the President, with Board members, donors, Foundation staff, and others, on matters related to CEO’s programmatic initiatives.
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the President, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
• Provides a bridge for smooth communication between the President’s office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
• Works closely and effectively with the President to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a “barometer,” having a sense for the issues taking place in the environment and keeping the President updated.
• Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects for the President, some of which may have organizational impact.
• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the President’s ability to effectively lead the company.
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows through on project to successful completion, often with deadline pressures.

Board Support and Liaison both to the Institute and the Library:

• Serves as the President’s administrative liaison to the Board of Directors of the Institutes and The Public Library.
• Assists board members with travel arrangements, lodging, and meal planning as needed.
• Maintains discretion and confidentiality in relationships with all board members • Adhere to compliance with applicable rules and regulations set in bylaws   regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format. Senior Management Liaison.
• Participates as an adjunct member of the Executive Team including assisting in scheduling meetings and attending all meetings.
• Assists in coordinating the agenda of senior management team meetings and off-sites, and all staff meetings.
• Facilitates cross-divisional coordination of travel and outreach plans Communications, Partnerships, and Outreach.
• Ensures that the President’s bio is kept updated and responds to requests for materials regarding the President and the organization in general.
• Edits and completes first drafts for written communications to external stake holders Strategic Initiatives.
• Works with the Strategic Initiatives team in coordinating the President’s outreach Activities.
• Follows up on contacts made by the President and supports the cultivation of ongoing relationships.
• Edits all, and creates acknowledgement letters from the President to donors

Qualifications.

• 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 staff, board members, external partners and donors.
• Expert level written and verbal communication skills.
• Demonstrated proactive approaches to problem-solving with strong decision-making capability.
• Emotional maturity .
• Highly resourceful team-player, with the ability to also be extremely effective  Independently.
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment.
• Forward looking thinker, who actively seeks opportunities and proposes solutions.

Education and Experience Requirements

• Bachelor’s degree required.
• Strong work tenure: 5 years or more experience supporting Executives, preferably in a highly corporate organization or educational Institute.
• Experience and interest in internal and external communications, partnership, development, and fundraising • Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social.
• Successful candidate should be skilled enough to take independent decisions that affects the organization acting in some cases as a legal representative of the President.