Executive Assistant to the CEO at Niyya Food & Drinks Co Ltd

We are a member of Niyya Farm Group involve in manufacturing fruit juices from natural raw fruits and production of different variants of Yoghurts/Dairy products located in Kaduna northwest Nigeria. We are currently seeking the role of Executive Assistant to the Chief Executive Officer (CEO) of Niyya Food and Drinks Company Limited.

This role is dynamic and requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.

Executive Assistant to the CEO   - (This role reports to the Chief Executive Officer)

Key Responsibilities

• Provide sophisticated calendar management for CEO. Prioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements.
• Act as a liaison and provide support to the Board of Directors. Arrange and handle all logistics for Board meetings and events: schedule meetings; draft agendas; develop, compile, and distribute presentation materials; and record meeting minutes on behalf of the Board.
• Adhere to compliance with applicable rules and regulations set in regarding Board matters.
• Complete a broad variety of administrative tasks that facilitate the CEO’s ability to effectively lead the organization, including assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; making travel arrangements; and completing expense reports.
• Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the CEO, including those of a highly confidential or critical nature.
• Prioritize and determine the appropriate course of action, referral, or response, exercising judgement to reflect CEO’s style and organization policy. 
• Work closely with the CEO to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Act as an "indicator," having a sense for issues taking place in the environment and keeping the CEO updated. Anticipate CEO’s needs in advance of meetings, conferences, etc.
• Maintain open communications with the team, including meeting regularly with CEO’s Operational team members providing information and documents as needed 
• Coordinate all Executive Team meetings and retreats and assist with staff meetings and events as needed.
• Provide "gatekeeper" and "gateway" roles, providing a bridge for smooth communication between the CEO and staff, demonstrating leadership to maintain credibility, trust, and support with the Executive Team. Complete projects by assigning work to appropriate staff, including the Executive Team, on behalf of the CEO.
• Work with the Executive Team to coordinate the CEO’s outreach activities. Follow up on contacts made by the CEO to cultivate ongoing relationships.
• Manage all aspects of the organization’s office services. Evaluate and assist in developing office policies and procedures for improved workflow and anticipate future needs as the organization grows.  Provide leadership to all levels of the organization, including the Executive Team, to meet their current and future information needs.
• Replenish office materials such as printer supplies, paper, office supplies, etc.
• Provide event management support as requested.
• Provide hospitality to all guests and help to create a welcoming environment.
• Invest in building long-lasting relationships both externally and internally.
• Manage petty cash reimbursements and reconciliation for the CEO
• Maintain travel arrangements etc. for the CEO and remind him of the same.

Job Requirements (Qualification & Skills)

• A graduate with HND/B.sc degree in Office Management or any of the Social Sciences
• A minimum of at least 4 – 5 years experience in Food & Drinks Company or any from FMCG category
• Expert proficiency with Microsoft Office and desktop publishing software; ability to design and edit graphic presentations and materials with good presentation skills.
• Strong verbal and written communication skills.
• Able to maintain a high level of integrity and discretion in handling confidential information.

Experience

• A minimum of 4 – 5 years in FMCG with relevant experience in the Juice & Dairy processing industry
• A Proactive Team Player with good IT support and cloud-based environments (web-based applications).

For this role, the successful candidate must be quick to learn and be a team player, as he will be expected to participate and contribute to the overall success of the team.