Executive Assistant at WhiteSpace Services Limited

Job Brief

• Our client is a leading company in the transportation and logistics industry with head office in Lagos and branches nationwide. They are currently seeking to hire an experience professional to join their team in the capacity of an Executive Assistant.
• The Executive Assistant serves as the primary point of contact for internal and external matters pertaining to the Office of the CEO.
• The Executive Assistant must be creative, self-driven, results-driven and business oriented.
• The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

What we expect from the Candidate

• Completes a broad variety of administrative tasks for the CEO including: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
• Plans, coordinates and ensures the CEO's schedule is followed and respected. Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the CEO's time and office.
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the CEO, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
• Provides a bridge for smooth communication between the CEO's office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
• Works closely and effectively with the CEO to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately. Having a sense for the issues taking place in the environment 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 President, some of which may have organizational impact.
• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the CEO's ability to effectively lead the company.
• Prioritizes conflicting needs; handles matter expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
• Assists board members with travel arrangements, lodging, and meal planning as needed Maintains discretion and confidentiality in relationships with all board members
• Assists in coordinating the agenda of senior management team meetings and off-sites, and all staff meetings
• Ensures that the CEO's bio is kept updated and responds to requests for materials regarding the CEO and the organization in general
• Edits and completes first drafts for written communications to external stake holders Strategic Initiatives

What is Required to be Successful in this Role

• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
• Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors
• Expert level written and verbal communication skills
• Demonstrated proactive approaches to problem-solving with strong decision-making capability
• Emotional maturity
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment

Education and Experience Requirements

• Bachelor's Degree in Secretarial Studies, Business Management or any other related courses
• Strong work tenure: 3 to 4 years of experience supporting C-Level Executives
• Experience and interest in internal and external communications, partnership development
• Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), and Social Media web platforms.

Benefits of Working with Us

• Continuous development and learning
• Progressive work culture
• Fun team activities.