Personal Assistant to the MD at Goldline Nigeria Limited

Summary of the Position

• To provide an efficient and responsive administrative, organizational, and logistical service to the MD, helping him to manage and priorities his time. Perform Office maintenance and general utility management.

Accountabilities

• Manage and maintain the MD’s diary and appointments, highlighting urgent correspondence and print attachments.
• Organize documents into the appropriate folders and any relevant information to be copied into the correct file on the hard drive.
• Ensure busy diary commitments, papers and travel arrangements are managed effectively including producing a daily folder with diary, necessary papers etc. and troubleshooting problems.
• Conduct weekly diary meetings with the MD to discuss upcoming engagements, invitations and other requests.
• Schedule on behalf of the MD meetings between him and his direct reports and the committees and groups to which he is a member.
• Coordinate travel and accommodation requirements in connection with others and ensure arrangements in place for the MD match his requirements.
• Filter general information, queries, phone calls and invitations to the MD by redirecting or taking forward such contact as appropriate.
• Ensure the MD is fully briefed on, or prepared for, any engagements he is involved in.
• Keep and maintain an accurate record of papers and electronic correspondence on behalf of the MD.
• Prepare correspondence on behalf of the MD, including the drafting of general replies.
• The PA shall function as the company secretary in any management meetings and conferences.
• Keep files in an orderly manner and retrieve them when necessary.
• Ensure guests meeting with the MD are well taken care of.
• Provide a service that is in line with the MD’s work habits and preferences.
• Manage maintenance of office equipment such as Generators, Air Conditioners, Plumbing work and Electrical Issues.
• Proper supervision of Office maintenance staff to ensure proper cleaning of the office and its environment by arranging cleaning methods and its enforcement.
• Procures Office supplies, carry out asset custodial and general utility management.
• Carryout any other job as may be assigned.

Qualifications / Skills / Experience

• HND/BA in Secretarial Studies or related discipline
• Previous secretarial and administrative experience within a fast-paced customer facing environment.
• Professional, academic or certificate qualifications secretarial studies
• Minimum of four years PA/secretarial experience
• Shorthand and excellent typing skills, speed and accuracy essential
• Good computer literacy (MS Office, Excel, PowerPoint)
• Excellent organizational skills
• A good deal of common sense, etiquette and an ability to think on one’s feet.
• Good communication skills, both verbal and written
• Professional telephone manner
• Proven ability to work under pressure and to tight deadlines
• Bright, confident personality
• Well presented
• Highly personable.
• Flexible and mature approach with ability to work unsupervised
• Willingness to travel.