Executive Assistant at West Africa Vocational Education (WAVE)

Position Overview: 

• The primary objective of the Executive Assistant role is to deliver thorough and efficient administrative assistance to our client, aimed at enhancing their effectiveness and productivity in fulfilling their responsibilities within the organization.
• This encompasses a diverse range of tasks and responsibilities designed to streamline our client’s workflow, manage their schedules effectively, and facilitate seamless communication and coordination both internally and externally.
• By meticulously handling administrative duties and logistical arrangements, the Executive Assistant enables the client to focus their time and energy on critical tasks, strategic initiatives, and decision-making processes, thereby contributing to the overall success and performance of the organization. 

The Executive Assistant reports to the Head of Administration

Key Responsibilities:

• Manage administrative tasks for the client, including filing of documents and records.
• Coordinate clients’ monthly phone bill payments.
• Draft, edit, and format documents, reports, and presentations for the client.
• Prioritize and manage incoming and outgoing material to ensure timely and accurate information for the client.
• Maintain client’s' appointments, calendars, and meeting logistics, ensuring punctuality.
• Coordinate logistical aspects of meetings and events, liaising with relevant parties.
• Arrange and manage local and international travel itineraries for the client.
• Handle expenses and financial matters for the client.
• Represent the Partners by welcoming visitors, organizing events, and responding to inquiries.
• Assist with private errands and logistics planning for the client.
• Coordinate with the client's private staff to ensure effective delivery of tasks.
• Procure seasonal corporate branding materials internationally.
• Provide general administrative support to the client’s unit members.
• Manage client’s projects and conduct research as needed.

Education & Experience:

• Bachelor's degree in any field with a minimum of Second Class Lower (2'2)
• Candidates with OND/HND qualifications will not be considered.
• Minimum 4 years of experience in a similar role in corporate or fast-paced service organizations.
• Verifiable commendation from at least one previous employer.
• Certifications in Secretarial and Business Communication preferred.
• Ideal candidate should be a young and vibrant individual, aged between their 20s and mid-thirties.
• Preference for candidates who embody a contemporary, Gen Z mindset and possess a keen awareness of current trends and technologies.

Skills:

• Excellent communication skills.
• Proficiency in secretarial apps, MS Office, and social media.
• Outstanding organizational skills.
• Problem analysis and solving abilities.
• Project management skills.
• Ability to maintain composure under pressure.
• Business communication proficiency.
• Familiarity with office equipment and presentation skills.
• Strong time management and team management skills.
• Leadership abilities.

Attitudes:

• Adherence to company culture and values.
• Respectful and confidential communication.
• High level of integrity and reliability.
• Professionalism and collaboration.
• Interpersonal skills and service-oriented mindset.
• Punctuality in tasks and feedback.

Performance Indicators:

• Timeliness and accuracy of communication.
• Accuracy of travel plans.
• Quality of business materials drafted.
• Effective planning of meetings and calendars.
• Anticipation and planning for client’s needs.
• Quality of service provided to guests.
• Supervision of client’s personal staff.
• Accuracy in data capture and reporting.
• Overall job productivity