Admin Coordinator / Executive Assistant at Terra Energy Services Nigeria Limited

Location: Victoria Island, Lagos
Employment Type: Full-time
Direct reports: Admin/HR Support and Facility Officer

Job Description

• This position will serve to organize, manage, and perform an extensive array of secretarial, administrative, and program support activities on behalf of the MD, ED, and other senior officers of the company.
• You will be the primary point of administrative and operational contact for internal and external communications, often on complicated and confidential matters.

Duties and Responsibilities

• Provides confidential administrative assistance to the chief executives.

• Act as the MD/ED’spoint of contact, analysing and actioning requestsin order toprioritise urgent and often sensitive matters, and taking decisive action to facilitate the optimal use of the Secretary/Chief Executives time.
• Manage the MDs diary appointments,recordsand correspondence, proactively scheduling, organising and prioritising meetings and providing support to facilitate the smooth operation of the Office of the Secretary/Chief Executive.
• Manage,prepareand review high level complex communications within the organization, ensuring timeliness and accuracy to support the achievement of business requirements.
• Research, analyse,collateand provide reports to the Executives to support informed decision-making and planning.
• Handles purchasing and maintenance of all general office supplies.
• Manages the company schedule and calendar and over sees travel arrangements.
• Screens and handles telephone communications and greets visitors to maintain a professional image.
• Serves as a liaison with external institutions, other offices, and clients.
• Collects, enters, and maintains information to maintain departmental databases and records.
• Drafts and finalizes written correspondence and documentation for the office.
• Screens and assesses incoming and outgoing correspondence and develops replies.
• Handles incoming and outgoing dispatch and receiving activities.
• Assists in the coordination, direction, and fulfillment of special projects.
• Coordinates and supervises the daily management of equipment and facilities for the organization.
• Enhances personal growth and professional development by participating in workshops, in-service meetings, current literature, and educational programs.
• Performs additional job-related duties as assigned.
• Supervises activities of the Front Desk/Admin Officer and the support staff.

Qualifications

• Bachelor's Degree from an accredited university.
• 0 - 5 years working experience, preferably in anadministrativeposition or related field.
• Highly efficient time management skills and ability to prioritize tasks
• Strong capability to multitask and finish assigned projects before deadlines are due.
• Highly proficient in Microsoft Office, including Word, Excel, Outlook, and PowerPoint.
• Ability to work with minimal or no supervision
• Self-motivated and effective in a team setting and individually

Working conditions:

• Work is primarily done in a business/office environment
• Limited travel.