Executive Assistant at GUS Consulting

Position Overview:

• We are seeking a highly organized, proactive, and professional Executive Assistant to support our Managing Director. The ideal candidate will be a dynamic individual who thrives in a fast-paced environment, possesses excellent communication skills, and has the ability to manage multiple priorities effectively.

Key Responsibilities:

• Office Management: Oversee the smooth operation of the Managing Directors office and provide leadership to office staff. Ensure efficient service delivery and optimal use of resources.
• Supervision: Manage corporate, management, and company group services under the oversight of the Managing Director, ensuring coordination and collaboration among teams.
• Communication: Act as the primary liaison among executives, employees, clients, and external partners. Effectively coordinate emails and phone communications to streamline information flow.
• Organization: Ensure systematic office administration, including document filing and records management. Schedule and arrange meetings, conferences, and business events, and prepare necessary reports, presentations, and documents.
• Representation: Serve as a representative of the Managing Director in internal and external engagements as needed; make informed decisions and delegate tasks appropriately.
• Travel Coordination: Organize travel arrangements for the Managing Director, including obtaining travel visas, event registrations, and all logistics for conferences and meetings.
• Research: Conduct background research and industry intelligence gathering as assigned, and present findings on various subjects to the Managing Director.
• Administrative Support: Manage the Managing Director's calendar and schedule appointments, ensuring optimal time management and priority handling.
• Budget Management: Prepare and monitor the budget for the Managing Directors office. Work closely with the Finance department for variance reporting and manage expense reports and financial documentation.
• Project Management: Participate in and oversee projects in collaboration with other departments as directed by the Managing Director.
• Meeting Coordination: Coordinate board meetings and other executive-level gatherings, ensuring all logistics are meticulously managed.
• Process Improvement: Propose and implement innovative process improvements to enhance office efficiency.
• Confidentiality: Maintain strict confidentiality with sensitive information and handle it discreetly.
• Collaboration: Liaise effectively with different teams, departments, and external partners to ensure seamless communication and cooperation.
• Additional Duties: Undertake any other responsibilities as assigned by the Managing Director.

Qualifications:

• Bachelors degree in Business Administration or a related field (preferred).
• Minimum 5 years of experience as an executive assistant or in a relevant administrative role providing high level support to Senior Executives or Management Teams.
• Knowledge and understanding of the oil and gas industry in Nigeria
• Strong organizational and time management skills.
• Excellent verbal and written communication abilities.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
• Strong problem-solving skills and attention to detail.