Executive Assistant at Nigerian Exchange Group (NGX Group)

Job Summary

• The Executive Assistant is responsible for providing high-level administrative support to the CEO’s office by preparing reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, efficient filing system, and scheduling meetings.

Responsibilities:

Arranging & Managing Meetings 

• Co-ordinate regular and irregular meetings.
• Collate and distribute papers prior to meetings.
• Ensure all materials for meetings are prepared in a timely manner.
• Accurate dictation and note taking at meetings as required.
• Ensure minutes are taken and written for Management & Exco meetings and despatched by the end of same week. 
• Produce and distribute documents from the CEOs office.
• Diary Management 
• Responsible for managing diaries for meeting schedules.
• Arrange meetings and keep diaries constantly up-to-date.
• Ensure appointments requested are noted in diary provisionally and checked with CEO before confirming. 
• Liaise with protocol to ensure all flights, hotel accommodation are arranged for all local and international trips 

General Administration 

• Implement and maintain an efficient filing system 
• First point of contact for visitors and provide refreshments as and when required 
• Ensure maintenance of a working environment that yields productivity and furnishes essential office supplies. 
• Monitors CEO’s office operations. 
• Serve as go-to person for all enquiries around the CEOs office.
• Track office supply inventory. 

Post & E-Mails 

• Manage mail (physical & email) inflows.
• Deal with correspondences and emails efficiently and to a high standard 

Relationship Management 

• Maintain and manage clients contacts list .
• Manage employee appointments for CEO.
• Maintain and manage any other key contacts required of the Executive Assistant. 

Project Management 

• Keep track of deliverables arising from projects directly monitored from CEOs office
• Expert level written and verbal communication skills 
• Strong decision making ability and attention to detail 

Strong organizational skills 

• Ability to interact with staff members (at all levels) in a fast paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism and confidentiality is crucial to this role. 
• Excellent innovation and creativity skills. 
• Excellent presentation skills together with the ability to think on your feet 

Confidentiality.

• Information gathering and information skills.

Person Specification & Required Qualification (s)

• A bachelor’s degree from a recognised institution.
• 3-5 years Post qualification experience in a similar role.
• Membership of professional body is an advantage e.g. ICSAN.
• Strong knowledge of MS Office, including Word, Excel, PowerPoint, D365 and Outlook.
• Expert level written and verbal communication skills.
• Strong decision making ability and attention to detail.
• Strong organizational skills.
• Ability to interact with staff members (at all levels) in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism and confidentiality is crucial to this role. 
• Excellent innovation and creativity skills.