Executive Assistant to the Business Head at Jotna Nigeria Limited

Location: Coker, Lagos

Reports: Business Head

JOB SUMMARY

The Executive Assistant (EA) must be aware of the organisation's aims and objectives and work to help the Business Head in Jotna Group to make the best use of his time by assisting in various projects as well as dealing with all secretarial and administrative tasks. The Executive Assistant (EA) will be the first point of contact with both internal and external people. Discretion and confidentiality are essential attributes to be successful at this role.

RESPONSIBILITIES

• Manage the Business Head’s electronic diary, assessing priority of appointments and reallocation as necessary.
• Manage the Business Head’s travel arrangements (including visas/accommodation).
• Organise meetings and ensure that the Business Head is well prepared for those meetings, preparing agendas, pre-meeting briefings and meeting papers.
• Manage the Business Head’s travel log.
• Manage relationship with internal and external customers, teams, partners etc.
• Manage arrangements for management meetings, including production/distribution of meeting agenda and all necessary paper works.
• Meet and greet visitors at all levels of seniority.
• Process the Business Head’s correspondence, ensuring that incoming correspondence is dealt with by the Business Head/or on behalf of the Business Head or other staff as appropriate.
• Screen calls enquiries and requests, and deal with them when appropriate.
• Sending reminders to all stakeholders on pending tasks/projects/updates.
• Filter emails/calls and ensure they are attended to as per urgency/importance level.
• Ensure effective and smooth running of Business Head’s office.
• Liaise with various departments to ensure work tools are provided and all equipment’s working.
• Reconciling monthly expenses.
• Organising food/refreshments for business lunches/visitors.
• Maintain the Business Head’s office systems, including data management and filing.
• Maintain records of Business Head’s contacts.
• Assist the Business Head in researching and following up with action on matters which fall within the Business Head’s responsibility – chasing responses, triggering follow-up action.
• Produce documents, briefing papers, reports and presentations for the Business Head.
• Carrying out research for particular projects as requested by the Business Head.
• Taking minutes at various management meetings & typing up minutes.
• Organising appointments, including personal/medical/dental/business appointments.
• Organising the Business Head’s personal flights & hotels where required.