Executive Assistant at Alan & Grant

Zip/Postal Code: 930
Location: Jos, Plateau
Industry: FMCG/Foods/Beverage

Job Brief

• Responsible for providing comprehensive and proactive support to the MD on a wide range of complex, tactical and administrative tasks whilst prioritizing and taking personal responsibility for all activities to enhance effectiveness.

​Duties and Responsibilities

• Create and manage the MD’s professional and personal calendar, schedule meetings, coordinate appointments and ensure notice is sent to all attendees on time.
• Assist in the preparation of meetings and take minutes accurately.
• Coordinate detailed business travel plans, itineraries and agendas, including flights, transportation, and lodgings for MD and senior management.
• Conduct administrative tasks for the MD; prepare reports, memos, invoice letters, file and sort all corporate documents for the MD.
• Serve as a bridge for smooth communication between the MD’s office and internal departments.
• Review, sort and distribute incoming and outgoing calls, emails, and other correspondence with internal and external stakeholders
• Create and store files using various software, including word processing, spreadsheets, databases, and presentation software.
• Streamline processes for improved efficiency
• Maintain office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; and verifying receipt of supplies

Requirements

• Minimum of 3 years' experience in similar role
• Minimum of B.Sc. in any discipline
• A proactive approach to problem-solving with strong decision-making skills.
• Proficiency in MS Office tools (PowerPoint, Word, Excel) and knowledge of software tools and multi-line phones systems
• Ability to make independent decisions & exercise good judgement
• Strong organizational, time management and strategic planning skills
• Excellent interpersonal skills and the ability to build relationships with clients, staff, board members, vendors and external partners
• Ability to handle multiple tasks simultaneously and prioritize work assignments
• Proven ability to handle confidential information with discretion.
• Demonstrated ability to achieve high-performance goals and meet deadlines in a fast-paced environment
• Excellent written and verbal communication skills