Executive Assistant at GVA Partners

Job Description

• The Executive Assistant (Admin) provides administrative support to the executive office, ensuring the smooth operation of the organization. This role involves managing schedules, coordinating travel arrangements, preparing correspondence, and maintaining records. The Executive Assistant (Admin) is also responsible for overseeing special projects, initiatives, and high-priority tasks critical to the company's success. This position requires strong leadership, problem-solving skills, and the ability to work collaboratively across departments. Work as a quality control personnel in ensuring that every directive (tasks and communication) from the chairman is implemented satisfactorily within the desired scope and strategic objectives of the Chairman.

Duties and Responsibilities

• Provide administrative assistance, such as writing and editing e-mails, drafting memos, and preparing communications on the executive’s behalf.
• Ensure that every directive (tasks and communication) from the chairman is implemented timely by the responsible department.
• Organize internal & external meetings, including scheduling, sending reminders, and organizing catering when necessary.
• Handle client accommodation bookings on behalf of the Chairman
• Attend every meeting with the Chairman, prepare detailed minutes & reports on action plans
• Maintain accurate and up-to-date records and databases
• Maintain confidentiality and discretion in handling sensitive information
• Manage the Chairman’s calendar, including making appointments
• Prompt the chairman of activities and programs in his plan/calendar.
• Provide timely reminder to the Chairman on strategic initiatives/projects and monitor implementations and compliance by responsible parties and departments
• Respond to all mails/text received and answer all phone calls in a professional manner
• Receive official deliveries on behalf of the company and the chairman
• Work with the recruitment team to facilitate the scheduled interviews for the chairman.
• Maintain an adequate supply of stationery for the Executive Office, ensuring that all necessary materials are readily available for use.
• Provide periodic (Daily, monthly, quarterly, and annual) reports to your direct report and the chairman
• Carry out other responsibilities as may be assigned by your direct report and the Chairman.

Skills and Qualities

• Excellent communication, organizational, and time management skills
• Strong attention to details
• Proficient in Microsoft Office tools
• Ability to maintain confidentiality and discretion
• Strong problem-solving and analytical skills
• Ability to manage multiple tasks and projects simultaneously
• Flexibility and adaptability in a fast-paced environment
• Strong work ethic and commitment to delivering high-quality results
• Proactive and self-motivated with a willingness to take initiative

Education and Experience

• A good first Degree in business administration, communications, or a related field
• Master's (an added advantage)
• Minimum of 8 years post NYSC experience in a similar role
• Age: 30years and above