Executive Assistant at Fosad Consulting

Location: Lekki, Lagos

Job Objective

• The role is to provide high quality executive personal assistant and administrative support to the Managing Director. Provide an efficient and responsive administrative, organizational, and logistical service to the Managing Director, helping her to manage and prioritize her time.
• The Managing Director will rely heavily on the job holder, trusting that work will be handled effectively and efficiently in her absence. Discretion and confidentiality are therefore essential attributes of this role.

Role Responsibilities
Executive Support:

• Complete a broad variety of administrative tasks for the Managing Director including managing an extremely active calendar of appointments,
• Plan, coordinate and ensure the Managing Director’s schedule is followed and respected; acts in a “gatekeeper” capacity, creating win-win situations for direct access to the MD’s time and office.
• Take initiative as appropriate especially in the MD’s absence.
• Compose and prepare correspondence; monitor and respond to emails
• Set up meeting files, scheduling and calendaring meetings, set meeting agendas, setting location, time, and appropriate duration, identifying, inviting and confirming participants, facility arrangements where required.
• Prepare travel arrangements, expense reports, and all items needed to ensure the Managing Director’s successful focus on external relations and organizational growth.
• Provide a bridge for clear communication and maintain credibility, trust and support between the office of the Managing Director and other company staff
• Work closely and effectively with the Managing Director to keep her well informed of upcoming commitments and responsibilities, and follow up appropriately.
• Draft acknowledgement and thank you letters, personal correspondence, and other tasks that facilitate the M.D’s ability to effectively lead the organization.
• Prioritize conflicting needs; handle all matter expeditiously, proactively, and follow through on projects to successful completion, often with deadline pressures.
• Manage the Managing Director’s office ensuring the proper documentation and record keeping on behalf of the MD
• Filter general information, queries, phone calls and invitations to the MD by redirecting or taking forward such contact as appropriate.
• Occasionally travelling with the MD to take notes or dictation at meetings or to provide general assistance during business trips.
• Ensure the MD is fully briefed on, or prepared for engagements she is involved in.
• The job holder may be required to perform other ad-hoc tasks that may be deemed necessary.

Research and Media Relations:

• Develop and implement all targeted content for various media platforms.
• Engage in Research and media communications to the media, including content development, preparing articles, press kits, press releases, and other content initiatives.
• Cultivate and manage relationships with media reps.
• Research, write, proof-read and edit all media content, implement and manage media campaigns, and deliver public relations and communications plans
• Ensure that key messages align with vital business strategies
• Assist the Managing Director with research and follow up with action on matters which fall within the MD’s responsibility – chasing responses, triggering follow-up action
• Research required information or background on organizations and individuals.
• Research, prioritize, and follow up on incoming issues and concerns addressed to the Managing Director, including those of a sensitive or confidential nature. Consult with the Managing Director in determining appropriate course of action, referral or response
• Plan publicity strategies and campaigns, writing and producing presentations and press releases, dealing with enquiries from the public, the press, and related organizations.
• Organize and attend promotional events such as press conferences, open days, exhibitions, tours and visits.

Supply Chain and Procurement:

• Plan, manage, and coordinate all activities related to the sourcing and procurement of necessary materials and supplies.
• Play a key role in procuring high-quality and cost-efficient supplies for company.
• Follow procurement procedures, maintain an updated list of current and incoming inventory.
• Estimate and establish cost parameters and budgets for purchases.
• Maintain and update a list of suppliers and their qualifications, delivery times, and potential future development
• Create and maintain good relationships with vendors/suppliers.
• Make professional decisions in a fast-paced environment.
• Maintain records of purchases, pricing, and other important data.
• Review and analyze all vendors/suppliers, supply, and price options.
• Negotiate the best deal for pricing and supply contracts
• Work with team members to complete duties as needed

Qualifications / Relevant Experience

• A good University Degree.
• Minimum of 3 years cognate experience.
• Proficiency with applications such as word, Excel and PowerPoint.

Skills Requirements:

• Solid communication skills - Excellent written, verbal, non-verbal communication and good presentation skills
• A good deal of common sense, etiquette and an ability to think on one’s feet
• Excellent typing skills, speed and accuracy
• Excellent organizational skills
• Professional telephone manner
• Proven ability to work under pressure and to tight deadlines
• Bright, confident personality
• Highly personable
• Flexible and mature approach with ability to work unsupervised
• Willing to travel
• A second language such as French will be an advantage