Executive Secretary (PA) - Support at KHS Machines Nigeria Ltd

Brief Description of Role

• The position of secretary to the Managing direction is primarily responsible for planning and co-ordination of the MD’s activities, documentation and record keeping and ensuring effective liaison and communications with internal and external stakeholders as necessary. 
• This role is key to the effectiveness of the office of the Managing Director.

Job Responsibilities

• Maintain current database of key business contacts, employees and other stakeholders following business documentation policy
• Update key information on business activities and transactions on the Global business enterprise system - KHS internal Ecos / KHS internal Salis systems
• Documentation and archiving of information
• Record keeping and information maintenance
• Report writing, updates minutes of all key meetings attended by the MD
• Ordering of parts, items as recommended by the MD
• Liaison correspondence on behalf of the MD
• Management of the MD’s calendar and appointments
• Support resource for Sales development and marketing activities.

Qualifications and Requirements

• Degree in Business Administration
• At least three years’  experience as a Secretary to an executive in manufacturing or service industry
• Very competent in  enterprise resource planning  tools, preferably SAP and MS Office packages
• Excellent knowledge of spoken and written English and French, knowledge of German will be beneficial
• Ability to work under pressure and very flexible working conditions
• Targeted, independent working method
• Excellent communication skills

Competence (in order of importance):

• Integrity - Job requires being honest and ethical.
• Dependability - Job requires being reliable, responsible, and dependable, and fulfilling obligations.
• Computer Literacy - competent in the use of Microsoft tools e.g. MS project, word, Power point, Excel and also engineering drawing tools such as AutoCAD, etc.
• Achievement/Effort - Job requires establishing and maintaining personally challenging achievement goals and exerting effort toward mastering tasks.
• Initiative - Job requires a willingness to take on responsibilities and challenges.