Executive Assistant at NSIA-LUTH Cancer Center (NLCC)

PURPOSE OF THE JOB:

• The Executive/Personal Assistant to the CEO will be responsible for managing all the routine office administrative services of the CEO by ensuring office clerical operations and procedures are efficiently organized and implemented. He/She will also be responsible for providing personalized support for the CEO as well as managing schedules and communications. He/She will prioritize emails, calls and arrange meetings and business events for the CEO.

PRINCIPAL ACCOUNTABILITIES AND RESPONSIBILITIES:

• Act as the point of contact between the CEO and executives, employees, clients and other external partners.
• Managing information flow in a timely, confidential, and accurate manner.
• Act as a liaison and provide support to the Board of Directors.
• Managing the CEO’s calendar, including scheduling appointments and prioritizing according to urgency, need and sensitivity.
• Handle travel and accommodation arrangements.
• Arrange and handle all logistics for Board meetings and events: schedule meetings; draft agendas; develop, compile, and distribute presentation materials; and record meeting minutes.
• Set up management meetings and inform participants as required, take minutes during meetings, and send minutes to participants.
• Organize and maintain the filing system for the CEO’s office.
• Providing administrative assistance, such as writing and editing e-mails, drafting memos, and preparing communications on the CEO’s behalf.
• Organizing meetings, including scheduling, sending reminders, and organizing catering when necessary.
• Maintain reminders and update the CEO of upcoming commitments and responsibilities as needed.
• Welcoming visitors and identifying the purpose of their visit before directing them to the appropriate department.
• Provide \"gatekeeper\" and \"gateway\" support, providing a bridge for smooth communications between the CEO and other parties.
• Source for vendors, keep accurate records and monitor expenditures incurred for meetings refreshments and items purchased for the CEO’s office.

REQUISITE QUALIFICATION AND EXPERIENCE

• Bachelor’s degree/HND or equivalent in Business Administration or any social science discipline.
• Professional certifications and membership an added advantage.
• Minimum 3 years’ experience in Secretarial or Office administration. Proven work experience as an Executive Assistant, Secretary or Office Administrative assistant is mandatory. Experience working with executives an added advantage. 
• Good knowledge of MS Office Suite and Databases.

KEY COMPETENCE & BEHAVIOURAL EXPECTATIONS

• Must demonstrate high professionalism towards maintaining sensitive and confidential information
• Ability to work with little or no supervision.
• Ability to work under pressure and multi-task.
• Excellent verbal and written communication skills especially for efficient client interaction –good email etiquette
• Good Knowledge about Secretarial and Office Administration
• Expert time and stress management skills
• Good adaptability and flexibility in the working environment – Must have a pleasant personality and excellent interpersonal skills
• Good analytical and problem-solving skills- Must be highly numerate.
• Great attention to details and a result driven approach
• Excellent organizational and leadership skills
• Must possess strong Microsoft office suite and Report-writing skills
• Communication channels-A very strong communication, organizational and presentation skills (both internally, and to vendors and customers).