MD's Secretary at The Label Store

Department: Administration
Reports To: Managing Director / Management

Job Purpose

• To provide efficient secretarial, administrative, and organisational support to the Managing Director (MD), ensuring effective management of correspondence, appointments, documentation, meetings, and daily administrative activities.

Key Responsibilities
Secretarial and Administrative Duties

• Manage the MD's calendar, appointments, and daily schedule.
• Receive, screen, and direct telephone calls, emails, and other correspondence.
• Prepare, type, edit, and manage official letters, reports, memos, and other documents.
• Maintain proper filing systems for physical and electronic records.
• Handle confidential documents and information with utmost discretion.
• Follow up on instructions and assignments given by the MD to relevant departments.

Meetings and Coordination

• Schedule management meetings and appointments.
• Prepare meeting agendas and relevant documents.
• Take accurate minutes of meetings and circulate them to relevant persons.
• Maintain a record of management decisions and action points.
• Follow up on pending assignments and ensure timely feedback.

Communication and Correspondence

• Serve as a communication link between the MD and internal/external stakeholders.
• Draft professional emails, letters, and official communications.
• Monitor incoming correspondence and ensure timely responses.
• Maintain a professional relationship with clients, vendors, business partners, and visitors.

Office Management

• Ensure the MD's office is organised and adequately equipped.
• Monitor office supplies and communicate replenishment needs.
• Coordinate travel arrangements and other official engagements where necessary.
• Handle other administrative responsibilities assigned by management.

Key Performance Indicators (KPIs)

• Timely preparation and delivery of correspondence and reports.
• Accurate documentation and filing of official records.
• Effective management of the MD's calendar and appointments.
• Timely circulation of meeting minutes and follow-up on action points.
• Prompt communication and response to official correspondence.
• Proper handling of confidential information.
• Overall efficiency and organisation of the MD's office.

Qualifications and Experience

• OND / HND or Bachelor's degree in Secretarial Studies, Business Administration, Office Management, or a related discipline.
• Minimum of 2 years' relevant experience in a secretarial or executive assistant role.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Word, Excel, PowerPoint, and email management.
• Good report writing, minute-taking, and documentation skills.

Required Competencies:

• Excellent organisational and time-management skills.
• Strong attention to detail.
• Confidentiality and integrity.
• Professionalism and emotional intelligence.
• Good interpersonal and communication skills.
• Ability to multitask and work under pressure.
• Initiative, accountability, and follow-through.

Location Requirement

• Applicants must currently reside in Kilo or Aguda, Surulere, Lagos State.

Working Relationship:

• The MD's Secretary is expected to maintain professional working relationships with the MD, management team, departmental heads, employees, clients, vendors, and other business associates.