Operations Officer at Markfema Nigeria Limited

Reports to: Managing Director

Job Responsibilities

• Complete a broad variety of administrative tasks for the management including managing an extremely active calendar of appointments; completing expense reports etc.
• Take minutes of meetings attended with the CEO and circulate accordingly.
• Plan, coordinate and ensure the MD's schedule is followed and respected.
• Communicate directly and on behalf of the MD, with staff, clients, potential clients, and others, on matters related to the MD.
• Meet and greet visitors at all levels
• Maintain the MD’s office systems, including data management and filing
• Maintain records of the executive’s contacts; Screen calls, enquiries and requests, and deal with them when appropriate
• Research, prioritize and follow up on incoming issues and concerns addressed to the MD, including those of a sensitive or confidential nature.
• Provide a bridge for smooth communication between the MD's office and internal departments; demonstrating leadership to maintain credibility, trust, and support with Senior Management staff.
• Work closely and effectively with the MD to keep him well informed of upcoming commitments and responsibilities, following up appropriately.
• Act as an "eye," having a sense for the issues taking place in the environment and keeping the MD updated.
• Provide leadership to build relationship crucial to the success of the organization.
• Complete critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the MD's ability to effectively lead the organization.
• Professionally manage communications with all internal and external stakeholders.
• Compose and prepare correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agenda; and compile documents for travel-related meetings.
• Any other duties as may reasonably be required by the MD

Senior Management Liaison:

• Participate as an adjunct member of the Executive Team including assisting in scheduling meetings and attending all meetings.
• Assist in coordinating the agenda of senior management team meetings, and all-staff meetings.
• Facilitate cross-divisional coordination of travel and other plans.
• Ensure that the MD's bio is kept updated and respond to requests for materials regarding the MD and the organization in general.
• Follow up on contacts made by the MD and support the cultivation of ongoing relationships. Perform other duties as assigned.

Experience / Qualifications

• A degree in the Social Sciences, Business Administration or relevant field of study
• Relevant certification is an added advantage
• Minimum of 2-3 years experience in a similar role.

Competencies / Skills:

• Ability to organize and plan work schedule
• Exceptional interpersonal and communication skills, to enable professional interaction with a wide range of contacts, both internal and external
• Excellent attention to detail, with the ability to maintain a high level of accuracy
• A flexible, pro-active approach to work including the ability to prioritize and re-prioritize
• Ability to work with minimal supervision and take initiative
• Ability to deal with sensitive information with discretion and to maintain confidentiality
• Excellent IT skills, transcribing, proofreading and editing as well as a working knowledge of presentation software packages,
• Proficient in Microsoft Office Word, Excel and PowerPoint