Executive Assistant at IITA - International Institute of Tropical Agriculture

Description

• The International Institute of Tropical Agriculture seeks suitable Nigeria nationals for the positions below at the Institute’s Headquarters in Ibadan.

Duties
Operational & Administrative Support:

• Provide comprehensive administrative support to the CFRO in all aspects of executive office operations.
• Manage calendars, appointments, meetings, travel arrangements, and executive commitments.
• Prioritize daily activities and ensure the smooth coordination of the CFRO's schedule.
• Proactively identify urgent matters requiring executive attention and recommend appropriate action.
• Coordinate meetings, conferences, and events, including logistics and venue arrangements.
• Prepare meeting agendas, record accurate minutes, and distribute meeting documentation promptly.
• Support special projects by working independently and collaboratively across teams.
• Conduct research, analyze information, and prepare reports and presentations for executive decision-making.

Client & Stakeholder Services:

• Serve as the primary point of contact for internal and external stakeholders on behalf of the CFRO.
• Build and maintain productive professional relationships with staff, partners, and institutional stakeholders.
• Respond to enquiries with tact, discretion, and excellent customer service.
• Manage high volumes of calls, emails, and correspondence professionally.
• Draft letters, memos, executive responses, and other official communications.
• Recommend appropriate courses of action while maintaining confidentiality and professionalism.

Office Management:

• Develop, maintain, and update databases for efficient information management.
• Maintain corporate records relating to governance, policies, and institutional procedures.
• Coordinate the procurement of office materials and equipment.
• Assist in preparing annual budgets and financial reports.
• Monitor expenditure and support effective budget management within the Finance Directorate.
• Perform other job-related duties as assigned by the Supervisor.

Requirements

• Bachelor's Degree (B.Sc. or equivalent) in Business Administration, Public Administration, Management, Humanities, or any related discipline. Minimum of 5 years proven experience providing executive or senior administrative support. Previous experience in a multinational, multicultural, or non-profit organization is highly desirable.

Competencies:
The ideal candidate must have:

• Excellent presentation and communication skills (written and verbal).
• Excellent analytical and problem-solving abilities.
• High attention to detail, flexibility, and adaptability.
• Emotional intelligence and cultural sensitivity.
• Strong teamwork and collaboration skills.
• High integrity and ability to handle confidential information with discretion.
• Exceptional organizational, planning, and time management skills.
• Proficiency in Microsoft Office Suite and web-based applications.

Benefits

• We offer highly competitive salary with equally attractive benefits and excellent working conditions in a pleasant campus environment.