Personal Assistant to Deputy Group Chief Executive at Oando

Functional Area: Deputy Group Executive Office

Overall Purpose of Job

• The Personal Assistant to the Deputy Group CE provides time management, administrative and general secretarial support for the office of the DGCE of Oando.
• The P.A. primarily assists the DGCE in managing his daily itinerary by updating his work calendar and scheduling/co-coordinating his business meetings and appointments, business travel or other arrangements on his behalf.
• He/she also attends to the general administration of the DGCE’s Office by processing all incoming/outgoing mails, screens telephone calls and visitors, maintains filings and other record management systems, and ensures general upkeep of the office.
• He/she may transcribe dictation whenever required and provide administrative/secretarial support to other Group Executives and senior management staff of Oando.
• Due to the nature of assignments, the P.A. is required to exercise independent judgment and discretion at all times.

Responsibilities

• Effectively manages the DGCE’s daily itinerary.
• Schedules and coordinates important meetings/events.
• Keeps an up to date and accurate diary and schedule of important Group/Company activities and events; updates the DGCE on changes as may be required
• Makes necessary travel arrangements for the DGCE and other Company Executives and liaise with the Procurement & Services function and/or appointed Travel Agents
• Deals with telephone enquiries as appropriate on behalf of the DGCE
• Processes incoming and outgoing mail, directing to appropriate departments/personnel for necessary action
• Maintains an effective document and filing management system for the DGCE’s Office.
• Processes purchase orders and expense claim forms for the DGCE’s Office and for other Company Executives as may be directed.
• Ensures necessary stationery supplies, office equipment purchase & maintenance, regular housekeeping etc
• Attends to private issues on behalf of DGCE such as settling utility bills, handling domestic staff, banking & other private errands
• Performs other assigned duties as delegated by the DGCE from time to time.
• Always projects a professional image for Oando, due to the nature of clients.

Key Performance Indicators

• Effectiveness in managing the DGCE’s daily itinerary
• Adequacy of secretarial and administrative support provided to the DGCE
• Level of professionalism displayed and quality of image portrayed of the DGCE’s Office

Person Specification

• Good 1st Degree from a reputable tertiary institution
• 2 - 3 years secretarial/administrative experience within a reputable corporate establishment

Required Competencies:

• Organization & time management skills
• Secretarial and administrative skills
• Interpersonal Relations/communications skills
• Office Automation (Word, Excel, PowerPoint; other applications)
• Oral & Written Communication
• Reporting skills.
• Political Savvy.
• High level of Maturity also required.