Executive Assistant (Administration / Agriculture / Support) – Panada at CA Global

Job Description

Executive Assistant (Administration / Agriculture / Support) – Panada, Nigeria

Reference Number: EADS

Job Description:

This role will coordinate and manage the Chief Operations Officer scheduling, prepare and organize important strategic materials, plans, and support board meetings and the preparation of board materials. This role serves as the eyes and ears for the COO, connecting organizations, projects, and critical business information to the COO, ensuring meetings and materials are efficient and effective and serves as a trusted partner to deliver against the priorities of the business.

Responsibilities:

• Work directly with the COO to support all aspects of his daily work routine.
• Transcribe source material, prepare documents, reports, tables and charts; distribute as appropriate.
• Maintain the COO’s calendar, including scheduling meetings, appointments, speaking engagements, and travel (may include domestic and international) arrangements. Exercise discretion in committing time and evaluating needs.
• Serve as a liaison between the COO, PANDAGRIC NOVUM staff and the public. This includes receiving and screening the COO’s phone calls and visitors, answering a variety of questions with tact and diplomacy, taking messages, and directing calls appropriately for resolution.
• Coordinate work with other PANDAGRIC NOVUM staff as needed; play a key role in the coordination of staff efforts both within and outside the department.
• Provide coordination, monitoring, and communication of projects and programs managed by the COO.
• Assist in planning, intake, prioritization, initiation, execution, and training; as well as in fostering collaboration of end-users and key stakeholders within departments of cover.
• Serve as a primary point of contact for the Office of the COO and helping to coordinate the work of the different department of cover and providing administrative support for COO meetings.
• Assist the COO in the development of presentations and white papers for internal and external audiences.
• Determine priority of matters of attention for the COO; redirect matters to staff to handle, or handle matters personally, as appropriate.
• Keep the COO advised of time-sensitive and priority issues, ensuring appropriate follow-up.
• Routinely perform a wide variety of support duties.
• Handle printing, mail/overnight packages, copying, filing, and email/messages.
• Sort and triage mail; maintain e-mail and other address directories.
• Compose and prepare letters relating to routine correspondence for the COO’s signature.
• Schedule departmental meetings; assist in the preparation and distribution of meeting agendas and materials.
• Prepare, reconcile, and submit expense reports.
• Maintain paper and electronic filing systems.
• Maintain confidential and sensitive information.
• Attend meetings and take notes of discussion; prepare the initial draft of minutes and summaries.
• Complete a variety of special projects including creating PowerPoint presentations, financial spreadsheets, special reports, and agenda material.
• Other additional and/or alternative duties as assigned from time to time, including supporting other departments or Executives as needed.

Requirements:

• A tertiary degree in a related field or Engineering is highly desirable
• Minimum of 3+ years’ experience in supporting a executive member
• Additional courses in Microsoft Office Suite is advantageous