Executive Assistant at Hope Payment Service Bank

JOB PURPOSE:  

To provide support to the office of the managing director, handle both personal and business-related affairs for the MD as well as personalized secretarial, administrative, and personal support in a well-organized and timely manner.

JOB RESPONSIBILITIES:

• Manage diary; understanding the importance of key meetings, building flexibility into the diary and anticipating needs.
• Organize external visits, meetings and speaking engagements and coordinate briefing and material, and make travel and accommodation arrangements to ensure budget and time management pressures are met.
• Prepare letters, reports and other documents.
• Screen incoming telephone calls direct them appropriately.
• Review incoming correspondence, distribute and respond where required. 
• Follow up on task where necessary.
• Prepare documentation such as agendas and figures for meetings/ presentations and assist in co-coordinating any project work as may be required.
• Ensure correct briefing notes or papers for meetings. 
• Note taking  in meetings as and when required.
• Create and maintain filling systems.
• Make and coordinate travel arrangements in line with Company policy on behalf of the MD and ensuring prompt airports/office pickups and hotel reservation. 
• Ensure stationery supplies are maintained in the MD’ office.
• Provide support for all other administrative tasks as directed by the MD.
• Process expenses within Company guidelines / time frames for the MD’s office.
• Remember deadlines and prompt communication where necessary. 
• Communicate clearly, confidently and in a professional manner at all levels both internally and externally.
• Deal with all enquiries and requests promptly only escalating when necessary.
• Use of initiative to solve problems without the need to escalate.
• Convey a professional image at all times, exercising tact and diplomacy in handling a range of situations of differing content and complexity.
• Handle sensitive information with the highest level of discretion and confidentiality.
• Meeting and greeting visitors at all levels of seniority.
• Organizing and maintaining diaries and making appointments.
• And any other duties that might be assigned from time to time.

EDUCATIONAL QUALIFICATION:

• The maximum qualification required for this role is an HND graduate.

SKILLS NECESSARY FOR JOB FUNCTION:

• Superior listening, verbal, and written communication skills 
• Good multi-tasking skills; energetic and result oriented
• Planning and prioritizing skills 
• Effective and proven interpersonal skills 
• Ability to work with sensitive information and maintain a high level of confidentiality and discretion.
• Proficient with Microsoft office
• Written and verbal communication skills to initiate professional and effective contact with internal and external. 
• High punctuality level with a neat and professional appearance.
• Good knowledge of administrative and clerical processes.
• Knowledge and understanding of technology in meeting management (Zoom, Skype, etc.)

EXPERIENCE:

• Minimum of 1-2 years’ post-graduation experience.