Secretary to the MD at Lvtopsun New Energy Company Limited

Job Description

• The duties of a secretary to a managing director (MD) in a Nigerian solar and inverter battery company combine high-level administrative support with critical corporate governance and compliance functions specific to the energy sector.
• This person is a key liaison and a principal officer of the company, not merely a clerical assistant.

Responsibilities
Core Administrative and Executive Support Duties:

• The primary function is to free the MD's time for strategic tasks by managing day-to-day operations and administrative burdens.
• Calendar and Schedule Management: Managing a complex calendar, scheduling meetings, appointments, and proactively resolving conflicts.
• Communication Hub: Screening calls, emails, and general requests, responding to or redirecting them as appropriate, and drafting high-level correspondence, memos, and reports on the MD's behalf.
• Drafting Documents: Preparing high-level correspondence, presentations, and reports on behalf of the MD.
• Cross-Departmental Coordination: Synchronizing activities between sales, engineering, and installation teams to ensure smooth workflow.
• Travel Coordination: Arranging complex domestic and international travel itineraries, including flights, accommodation, and logistics, and processing expense reports.
• Meeting Management: Organizing and coordinating meetings, preparing agendas and board packs, taking detailed minutes, and following up on action items to ensure timely execution of decisions.
• Information and Records Management: Developing and maintaining efficient filing systems for both physical and digital confidential records and executive documentation.
• Project Assistance: Supporting the MD with research, documentation, and tracking the progress of specific projects or strategic initiatives.

Corporate Governance and Compliance Responsibilities:

• Statutory Compliance: Ensuring the company complies with the provisions of the Companies and Allied Matters Act (CAMA) 2020 and other relevant Nigerian laws and regulations.
• Regulatory Filings: Overseeing the timely and accurate submission of statutory returns and notifications to the Corporate Affairs Commission (CAC) and other sector-specific bodies (e.g., related to renewable energy standards or quality control for inverters/batteries).
• Governance Advisor: Advising the board on corporate governance best practices, ethical conduct, and the directors' legal responsibilities.
• Stakeholder Liaison: Serving as a formal link between the board, shareholders, internal management, and external regulatory bodies, ensuring transparency and effective communication.
• Documentation and Legal Formalities: Preparing, approving (when authorized), signing, and sealing agreements, legal forms, and other official documents.

Sector-Specific Nuances (Solar and Inverter Industry):
The nature of the business means the secretary might also be involved in:

• Understanding and monitoring regulatory changes related to theNigerian renewable energy sector.
• Managing documentation related to technical projects, site visits, or specific product certifications (solar panels, inverter batteries).
• Collaborating with various departments (e.g., IT, legal, finance, engineering) on administrative processes and project coordination within the energy value chain.

Office & Financial Management:

• Expense Tracking: Documenting the MD’s expenses and assisting with basic bookkeeping tasks like processing invoices.
• Resource Management: Managing office systems and inventory to ensure the executive office operates efficiently.

Qualifications

• B.Sc Degree / HND qualification in Business Administration, Office Management, Secretarial Studies, or a related field.
• Experience: 5 - 8
• Professional certification an added advantage.
• Preferably female, residing around Okota, Amuwo Odofin and Festac axis.

Skills:

• Excellent typing speed and transcription accuracy.
• Proficiency in Microsoft Office Suite, Google Workspace, and digital collaboration tools.
• Strong written and verbal communication skills.
• High level of discretion, attention to detail, and professionalism.