Administrative Executive at Michael Stevens Consulting

Job Description

• We are seeking a highly organized and committed Administrative Executive to manage its daily operations in Lagos.
• This role is crucial for ensuring the efficiency and coordination of our mission delivery.

Key Responsibilities
The Administrative Executive will serve as the backbone of the association, handling administrative duties that directly support the program teams and the leadership. Key responsibilities include:

• Office & Resource Management: Overseeing the day-to-day administrative functions of the NPA office. Managing and maintaining an inventory of office supplies and program materials, and ensuring equipment (e.g., computers, projectors) is in good working order.
• Documentation and Compliance: Establishing and maintaining meticulous electronic and physical records of beneficiaries, donors, and organizational activities, ensuring compliance with relevant legal and donor requirements.
• Meeting and Event Coordination: Organizing logistics for board meetings, staff meetings, and small-scale community events or workshops. Preparing necessary materials (agendas, reports, minutes) and ensuring timely distribution.
• Financial Administration Support: Assisting the Treasurer/Finance Officer with basic tasks, including processing reimbursements, managing the petty cash fund, tracking budget expenses, and preparing administrative reports for audits.
• Communication Flow: Managing all official correspondence (emails, letters to donors/partners) and ensuring all internal and external communications are professional and aligned with the association’s mission.
• Volunteer & Staff Support: Coordinating administrative aspects of staff and volunteer onboarding and off-boarding, and assisting with maintaining personnel records and coordinating team schedules.
• Facility Liaison: Acting as the main contact for building management, utility providers, and general service contractors to ensure a safe and functional work environment.

Qualifications & Experience

• Education: Bachelor's degree or Higher National Diploma (HND) in Business Administration, Public Administration, Social Sciences, or a related field.
• Experience: Minimum of 3-5 years of progressive experience in an administrative support role, with a strong preference for experience gained within a Non-Profit, NGO, or Community-Based Organization.
• Location: Mandatory residence on the Lagos Mainland.

Key Skills & Competencies:

• Commitment to Mission: A passion for the NPA’s mission and a commitment to serving the community.
• Organizational and Systems Thinking: Proven ability to create, implement, and maintain effective filing systems, process workflows, and organizational structures.
• Communication and Interpersonal Skills: Excellent written and verbal communication skills, with the ability to interact respectfully and professionally with diverse stakeholders, including beneficiaries, staff, board members, and external partners.
• IT Proficiency: Advanced proficiency in the Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and experience managing databases or basic CRM systems is a plus.
• Integrity and Confidentiality: High degree of honesty and ability to handle sensitive programmatic and financial information with discretion.
• Adaptability: Ability to thrive in a dynamic, sometimes resource-constrained environment typical of non-profit organizations.