Executive Assistant at Alfred & Victoria Associates

Job Summary & Purpose

• We are looking for a versatile and highly-organized personal assistant to perform personalized administrative duties for senior management.
• In this role, you will be responsible for scheduling meetings, taking notes, and handling correspondence on behalf of managers.
• You may also be required to make travel arrangements and assist with other duties when required.

Job Responsibilities (part but not limited to):

• Manage day-to-day operational and administrative duties
• Manage calendar and meeting schedule, using prioritization skills
• Draft memos, letters, e-mails, documents and other responses
• Coordinate logistics and materials for meetings and presentation, attend meetings, take notes, and produce minutes of meeting
• Handle all duties with a high degree of integrity, professionalism and confidentiality
• Provide quality service to both internal and external stakeholders
• Oversee and ensure that the office administrative functions are effectively carried out: Facilities, Pool Drivers and Dispatch Riders
• Ensure that mails are dispatched to appropriate locations in a timely manner
• Coordinate travel and logistics arrangement and itinerary preparation for local and international travels
• Manage end-to-end Protocol-related; including schedule of visits, escort, and hotel accommodation
• Supervise vendors to ensure that all office facilities (furniture, equipment, generators etc.) are in good working conditions
• Acquire, store and distribute supplies
• Liaison with Facility and Administrative functions
• Perform other duties as assigned by the MD

Requirements

• HND / B.Sc. in Administration, Mass Communication or related discipline
• A minimum of 5 years cognate experience as Personal Assistant to an Executive is essential
• Ability to manage internal and external correspondence

Key Skills & Competencies:

• Strong oral, written and presentation skills
• Active listening and good communication and strong interpersonal skills
• Ability to maintain Integrity and confidentiality
• Tech-savvy and experience with word processing and email programs
• Proficiency in appointment scheduling software such as MS Outlook
• Proactive approach to problem-solving
• Ability to multitask
• Strong time-management and organizational skills
• Advanced typing, note-taking and recordkeeping.