Executive Assistant to the Managing Director / CEO at Quomodo Systems Limited

Job Objective / Purpose of Job

• Provides assistance to high level executives within the organization, administrative, and development support to the MD/CEO and Board of Directors, as well as the Senior Leadership Team (SLT) .
• Serves as a primary contact point for internal and external clients on all matters pertaining to the Managing Director/CEO.
• Serves as a liaison between the office of the MD/CEO, Management staff and other employees.
• Liaise with senior management teams; organizes and coordinates executive meetings and external relations efforts; and oversees special projects.
• Provides high level administrative and secretarial support to the MD/CEO.
• The position is based in Lagos, Nigeria (Occasional Travel will be required)

Reporting Relationship

• Functionally Reports to: Managing Director/CEO
• Line Reports/Supervises: Nil

Working Relationship

• Internal: All Employees
• External: Clients/Customers, Financial Institutions, Investors, Business Partners, etc.

Job Duties / Core Responsibilities
Executive & Administrative Support to the MD/CEO:

• Assists the Managing Director with daily administrative duties and completes a broad variety of administrative tasks that include managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence; arranging complex and detailed travel plans, itineraries and agendas and compiling documents for meetings.
• Provides “gatekeeper” and “gateway” role, creating win-win situations for direct access to the MD’s time and office.
• Communicates directly and on behalf of the MD with Board members, management staff, clients, visitors, and other employees, on matters related to the MD’s programmatic initiatives.
• Communicates with the general staff on behalf of the Managing Director and coordinates logistics for high-level meetings both internally and externally. Coordinates meetings and strategic activities with the Management Team, and members of staff.
• Researches, prioritizes and follows-up on incoming and concerns addressed to the MD, including those of a sensitive or confidential nature. Determines appropriate course of action, referral or response.
• Conducts research on prospective clients and partners to identify and evaluate current needs and assembles materials needed for the proposals.
• Provides a bridge for smooth communication between the MD’s office and internal departments.
• Works closely and effectively with the MD to keep him well informed of upcoming commitments and responsibilities, following up appropriately; Acts as a “barometer” having a sense for the issues taking place in the organization and keeping the CEO updated.
• Provides leadership to build relationships crucial to the success of the organization and manages a variety of special projects for the CEO, some of which may have organizational impacts.
• Successfully completes crucial aspects of deliverables with a hands-on approach, including drafting letters, proposal writing, personal correspondence, contract agreements, and other tasks that facilitates the CEO’s ability to effectively lead the company.
• Prioritizes conflicting needs, handles matter expeditiously and proactively follows-through on projects to successful completion, often with deadline pressures.
• Advice the MD of matters requiring attention with associated deadlines and preparing relevant documentation.
• Deal with matters requiring the MD’s attention or refer them to the appropriate person(s) in the absence of the MD/CEO.
• Participate and assist the management in designing, organizing, planning, and implementing project management strategies/processes to attract and retain customers.
• Discretion is essential for success – Ensure sensitive information about employees, internal investigations, company trade secrets and other confidential information are protected and kept confidential.

Communication & Correspondence:

• Support the CEO in the development of effective communication strategies on company’s strategic objectives for external consumption.
• Manage communication to the CEO by screening phone calls, open and sort mails/letters, summarize reports and memos that are received; determine which require priority before passing the information to the CEO in a concise and clear manner, and which information is appropriate to deal with independently.
• Ensures that the MD/CEO’s bio is kept updated always.
• Take notes or minutes of various meetings when required. Identify and take any follow-up action from the notes that are required before the due dates.
• Participates as an adjunct member of the Executive team including assisting in scheduling of meetings and attending most meetings.
• Review correspondences, drafts reports, letters, memos; prepares and coordinates oral and written communication with clients and management staff.
• Screen all calls to ensure effective use of the MD’s time.
• Maintain electronic and hard copy filing systems using designate protocols and ensuring timely retrieval of documents.

Strategic Initiatives & Special Projects:

• Assisting the MD/Chief Executive Officer (MD/CEO) with developing, articulating, implementing and sustaining corporate strategic initiatives
• Assist the MD/CEO in tracking the group company’s strategic plan.
• Supports the cultivation of ongoing relationships.
• Carry out special projects as allocated by the MD and ensure allocated requirements are exceeded. • Communicates with stakeholders, clients, visitors to achieve the specified aims of projects.
• Carry out research and analysis that may be needed for projects and also initiate ideas for projects with the MD/CEO.
• Monitor progress of projects allocated the staff by the MD and establish good relationship with people undertaking projects; Prepare timely reports to the MD on progress and implements any actions.

Others:

• Keep abreast of changes in regulatory compliance, requirements, and legislation; ensure and monitor statutory compliance with necessary specifications.
• Work closely with team members and effectively assist in the achievement of individual, team, department, and company goals/objectives.
• Establish and promote global project support tools, methodology and processes to streamline delivery.
• Professionally establish strong working relationships and maintain appropriate communication with customer, client executives and team members to ensure complete customer satisfaction, good prospects for future business and to provide updates, assess expectations and anticipate issues/challenges.
• Proactively engage and contribute to building and continually improving methodologies, processes and documentation.
• Develop and implement business continuity planning for unforeseen circumstances (i.e., emergencies, unplanned absences, etc.).
• Identify CSR opportunities for the organization and communicate to the MD/CEO.
• Participate in contract negotiations, internal project financials, change management and human resources issues.
• Perform other related duties/tasks that may be assigned by the Management.

Key Performance Indicators/Performance Goals

• Stakeholders Satisfaction
• Timeliness in booking appointments/reservations
• Strong secretarial support to the MD/CEO
• Timely dissemination of Correspondence and Communications
• General administrative assistance
• Operating Cost Saving/Reduction
• Efficient record keeping of company information
• Level of Customer Satisfaction Rate/Loyalty versus Customer Complaints
• Relationship with general staff members and clients
• Customer/Client Relationship Feedback System Management
• Budget monitoring and management
• Percentage of Cost Savings generated
• Level of responsiveness to employee’s needs, contractor and customer/clients’ grievances or complaints.
• Adherence to Administrative model; processes, policies, and procedures.
• Data analysis and reporting.