Executive Assistant at RusselSmith Group

Job Reference Code: RS-FS-001
Location: Nigeria
Job Type: Full-Time
Functional Area: Customer Relations

Summary of Functions

• Responsible for providing assistance to company Executive Management and performing a variety of administrative, office and clerical functions.
• Provide administrative assistance to Executive Management and other officers as required or as requested
• Organizing and scheduling meetings and appointments for Executive Management
• Responsible for maintaining the department’s File Management System
• Taking both electronic, mails and telephone messages for Executive Management and relaying to concerned person.
• Conduct information research, business research, surveys and gather information on requested topics as assigned on behalf of Executive Management.
• Make arrangements and assist with Executive Management Meetings, Conferences and Board Of Directors Meetings.
• Managing Executive Management’s daily, weekly and monthly diary itineraries
• Assist in implementing and updating office policies and procedures including scheduling appointments, processing mail, answering phones and ordering supplies.
• Maintains the company’s records and file management system.
• Assist in the coordination of all travel arrangements for the company; research and make flight, hotel, car rental and company car reservations in accordance with company policies and to obtain most economical and efficient travel.
• Create travel itinerary and schedules in accordance with authorized travel requests.
• Receive, sort and forward incoming mail and coordinates the pick-up and delivery of express mail services (DHL, FedEx etc.)
• Assist with coordinating incoming and outgoing shipments. Initiate shipments for products, replacement parts and/or for correcting errors (shortages, wrong item shipped, etc.)
• Provide administrative assistance to the other departments as required or requested.
• Performs other duties as required or as assigned.

Years of Experience:

• 0-2 years.

Skills Required

• Good reasoning ability is important.
• Good team spirit and project management skills
• Good administrative and organizational skills
• Good problem solving skills and initiative
• Good relational and customer service skills
• Strong quantitative skills such as statistics and data analysis skills
• Good reasoning skills; communication skills; multi-tasking skills and organizational skills
• Strong analytical and data analysis skills
• Exhibits initiative, responsibility and flexibility
• Proficient in the use of Microsoft Office Tools
• Quality control - demonstrates accuracy and thoroughness and monitors own work to ensure quality.
• Safety & security - actively promotes and personally observes safety and security procedures, and uses equipment and materials properly.
• Document Control - Reviewing and keeping records of transaction of sale and purchase goods and services

Educational Qualification

• A good university first Degree or journeyman experience is required.