Executive Assistant at BluePro HR Consulting Services Nigeria Ltd

Our client, an indigenous Company with holdings in Maritime, Agriculture, Oil & Gas is looking for an astute, focused, and energetic individual to work with the Executive Director.

JOB IDENTIFICATION

Division/Department: Office of the Executive Director (ED)

Location: Lagos (with flexibility to travel at short notice)

Reference Indicator: BLP/EA/LAG 2023

ORGANISATIONAL RELATIONSHIPS

Directly Reports To: Executive Director

Supervises: Nil

JOB SUMMARY/CONTEXT

The Executive Assistant to the ED will be responsible for completing a broad variety of administrative duties to facilitate the Director’s ability to effectively lead the organization, including assisting with special projects; producing complex documents, reports, and presentations; taking notes at meetings and providing general assistance daily. The preferred personnel will act as the point of contact between the ED and internal/external customers, handling his responsibilities with utmost discretion and strict confidentiality.

DUTIES AND RESPONSIBILITIES

The core duties and responsibilities of the Executive Assistant to the ED are as follows:

• Manage the ED’s calendar, including making appointments and prioritizing the most sensitive matters.
• Update and manage the ED’s documents through an efficient filing system.
• Monitor, screen, and respond to incoming and outgoing communications such as enquiries and requests.
• Update the ED on outstanding tasks to ensure progress to deadlines thereby keeping projects on schedule.
• Handle minor financial & accounting matters for the ED with confidentiality. 
• Meet and receive guests/visitors in person or on the telephone, answering or directing inquiries on behalf of the ED.    
• Handle travel and accommodation requirements for the ED, occasionally, traveling with the ED on official assignments (if need be) to provide general assistance as needed.
• Arrange travel cash in advance, prepare itinerary, trip file and supplies, expense report tools for the ED, Complete expense reports after trip.
• Liaise with HODs to gather information and reports required by the ED; and carry out his general instructions. 
• Handle legal related matters for the organization in conjunction with other related parties.
• Liaise positively and professionally with colleagues and visitors.
• Participate in other activities at the discretion of the Executive Director.

COMPETENCY PROFILE

Our ideal candidate should have the following competencies:

• Good understanding of the maritime, oil & gas and agricultural industries within Nigeria and globally is an advantage. 
• Excellent oral and written communication skills and ability to professionally represent the ED’s office.
• Very strong numerical and communication skills.
• Ability to manage complex projects and multi-task efficiently.
• Excellent organizational skills.
• Strong attention to detail and accuracy.
• Must be proficient with MS Office applications (this may be tested during the selection process).
• Ability to think ahead and anticipate needs before they arise. 
• Ability to exercise discretion in dealing with confidential or sensitive matters. 
• Confident and able to work with own initiative and limited supervision. 
• Able to handle personal matters/ assignments as assigned by the ED. 
• A male candidate is preferred. 

EDUCATION / EXPERIENCE

• Bachelor’s degree in Accounting, Economics, or related field. A master’s in business administration (MBA) or related field is an added advantage.
• Minimum of 4 years’ experience in an Executive assistant/PA role in a highly pressurized environment requiring tact, judgment, and discretion in handling internal and external contacts (essential). 
• Experience in diary management and with conducting research.
• Experience successfully working with a C-suite level executive (essential).