Executive Assistant/Admin Support at IO Furniture

Reporting Line

Head HR & Admin, Executive Director and the MD/CEO

Job Summary

• Providing efficient administrative support to the CEO as Executive Assistant.
• Executing HR transactional and administrative activities to provide functional support to the head of HR/Administration Department
• Provide excellent, courteous Customer Service to company employees, deploying Active Listening, making appropriate inquiries, helping to resolve issues, and deploying resourcefulness in addressing employee needs.

Core Working Relationships

• HR/Admin Team
• Commercial Team
• Technical Team
• Production Team
• Logistics/Procurement Team
• Accounts/Finance Team
• Management Team
• Service Providers

Executive Assistant

• Provide efficient/effective secretarial support and logistics to the CEO.
• Maintain a comprehensive/accurate filing system in respect of CEO’s correspondence.
• Ensure smooth arrangements for CEO’s travel plans.
• Attending of operational/staff meetings and taking accurate minutes of meetings
• Liaise with Company lawyer, confirm Board of Directors meeting dates and make preparation for refreshments.
• Preparation of reports and correspondences

House-Keeping

• Compile and monitor daily and weekly cleaning schedules
• Supervise the cleaners to ensure cleanliness for all facilities, equipment, instruments i.e. the admin block, factory, toilets, machinery etc.

Administrative

• Ensure efficient and effective logistics support in terms of office provision and consumables.
• Assist in supervising Guest House matters and ensure that all requests from the Guest houses are promptly attended to.
• Assist in providing administrative support for Admin department, and generate periodic administrative reports as required.
• Assist in liaising with service vendors and in monitoring the job contracted to them.
• Coordinate arrangements for staff travels.
• Access office mails and conduct internet research for information and data analysis when necessary.
• Maintain a comprehensive and accurate filing system on Administrative matters.
• Prepare expense and cash vouchers, and ensure that the Admin. Expense and Petty Cash Priority List is updated daily; with accurate periodic submission to Finance and management.
• Assist with prompt payment of all utility bills i.e. PHCH, Telephone, and LAWMA etc.
• Assist with keeping track of all routine vehicle reports, Diesel Generator reports and timely servicing and maintenance, purchase of parts, for company’s official and status vehicle.
• Undertake additional tasks or projects as assigned by the Head of Department, or authorized officers.
• Assist with compilation and submission of the monthly expatriate returns to the Nigerian Immigration Service.

Key Job Attributes

• Generic
• Digitally savvy
• Power point presentation proficiency
• Strong organization skills and a problem-solving attitude
• Results driven with ability to meet deadlines

Attention to details

• Excellent Communication Skills (Verbal, written and listening)
• Strong Interpersonal Skills

Team Spirit

Knowledge on flight and hotel booking/reservation

Technical

• Knowledge of People Management
• Proven knowledge of Office procedures
• Proficiency with Microsoft Office Package
• Knowledge of ERP Usage

Education & Experience

• A first degree in Social Sciences or Arts
• Minimum of 3 years relevant work experience
• Candidate must be a female.