Personal Assistant at Solina Centre for International Development and Research (SCIDaR)

Description and Objectives

• The Personal Assistant will enhance the Principal’s effectiveness by providing various levels of the organization, coordination, and management support, including representing the executive to internal and external stakeholders. S/he will aim to simplify the day-to-day interactions of the Principal by providing frictionless support and ensuring that tasks and projects are on track using a high degree of professionalism, initiative, and independence.

Technical Responsibilities

Scheduling and Meeting Management

• Act as a primary point of contact for internal and external constituencies and stakeholders on all matters pertaining to the Principal;
• Manage the Principal’s calendar adequately during business hours including non-work-related events during those hours to avoid conflicts;
• Liaise with persons and stakeholders internally and externally to provide availability as required for business and personal scheduling;
• Track and maintain a high-priority list for activities and remind the Principal as appropriate;
• Schedule, plan and organize meetings, conference calls, locations/rooms as applicable;
• Join meetings on an ad hoc basis to take minutes, capture recaps, and next steps for the Principal.

Executive Communication

• Ensure strict confidentiality of all sensitive information from the Principal’s office both internally and externally;
• Prepare internal and external letters and documents, including meeting plans and notes for the Principal;
• Involved in preparing and formatting information for internal and external distribution which includes writing letters, reports, compiling data for reports, creating presentations, editing, proofreading, and other information preparation duties;
• Optimize executive’s time by reading, researching, and routing correspondence as appropriate;
• Route and manage all internal and external phone calls, emails and correspondences on behalf of the Principal.

Overall Administration

• Provide hospitality to guests and create a welcoming environment;
• Manage documents, databases, and filing system for the Principal’s office;
• Coordinate with the admin team to arrange domestic and international travel and logistics for the Principal;
• Liaise with the office assistants to ensure that the Principal’s wing is clean at all times and escalate utility faults as appropriate;
• Liaise with the admin team to provide event management support including coordination of meeting logistics;
• Ensure stock up of utility supplies for the Principal’s office and manage refreshments, supplies and food orders;
• Manage audits, advances, retirement of expense reports, and other process management tasks on ERPs for the Principal;
• Other duties as assigned.

Required competencies

Core requirements

• Compelling evidence of interest in and commitment to the mission of SCIDaR;
• Ability to effectively manage relationships with Solina’s internal and external stakeholders;
• Possess strong communication skills and team-oriented interpersonal skills
• Proficiency in the use of Microsoft Office packages (Word, Excel and PowerPoint);
• Ability to execute work in a diverse, fast-paced environment with people at all organizational levels
• Demonstrate professionalism, sensitivity, a high level of confidentiality and a positive attitude at all times
• Ability to make appropriate, informed decisions regarding priorities and available time;
• Possess excellent organizational skills and attention to detail;
• Ability to work under pressure and time constraints and easily adapt to ever-changing conditions;
• Results-oriented performer experienced in developing and tracking self and team with clear KPIs;
• Residence in FCT, Abuja is an added advantage.

Education and Experience

• Academic training: Minimum of Bachelors’ degree from a reputable university;
• Experience: Minimum of three (3) years of progressive experience in office management systems and procedures. Prior experience as a Personal Assistant or Administrative Officer in a reputable organization is a plus.