Executive Assistant to Partners at Tope Adebayo LLP

About the job

• The successful candidate would provide support to a team of executives, managing calendars, scheduling appointments, preparing presentations, handling correspondence, and coordinating travels.
• The successful candidate would also play a key role in supporting the executives’ strategic goals and initiatives.

ESSENTIAL DUTIES & RESPONSIBILITIES

Strategic Planning & General Management: 

• Manage and maintain calendars, schedule meetings and appointments, update itineraries, and undertake follow-up activities as required by Partners.
• Anticipate, plan, and coordinate domestic and international travel undertaken by Partners (i.e. flight reservations, ticket procurement, visa formalities, hotel reservation, Meet and Assist/protocol services, etc.).
• Liaise with the Practice Manager and Accounts department to secure funds for travel; collate documents and/or files required for meetings, ensuring adequate stock of complimentary cards, company profiles/marketing brochures, etc. are available for use by Partners.
• Compose and prepare agendas, notices, minutes of meetings, confidential correspondence, reports, and other complex documents. Prepare responses to routine memos or letters, and disseminate internal correspondence, free of grammatical and spelling errors, as required by Partners.
• Manage arrangements for the different Board or Committee meetings, including production/distribution of presentations and papers.
• Assist Partners in researching and following up with actions on matters that fall within their responsibilities – chasing responses, triggering follow-up action, etc.
• Read and analyze letters, agendas, queries, and memos to determine their significance, and route to appropriate personnel in a timely and efficient manner.
• Maintain confidentiality of all matters, as well as confidentiality regarding Partners’ personal matters and finances.
• Manage and filter phone calls, emails, and e-mails, classifying/highlighting required actions and responses.
• Maintain an efficient filing and information retrieval system of paper and electronic documents.
• Meet and greet visitors at all levels of seniority in a courteous manner and ensure adequate arrangements have been made for their hospitality needs (i.e. service of tea/coffee/light refreshments).
• Collaborate with other departments or Units to follow up on/execute Partners’ instructions on work assignments or other deliverables;
• Manage information flow between Partners’ offices and the entire firm.
• Coordinate dispatch of Partners’ official and personal correspondence/documents and maintain records of outgoing deliveries.
• Have regular reviews with Partners and report the progress/challenges on each of the tasks assigned.
• Any other duties as may reasonably be required by Partners.

KNOWLEDGE, SKILLS AND COMPETENCIES REQUIRED:

• Experience working in a similar role in professional services preferably in a partnership environment.
• Many aspects of this role will be confidential and the individual will be required to maintain the strictest confidentiality and act with diplomacy, tact, and discretion at all times.
• Excellent IT skills, particularly MS Outlook, MS Word, Excel, and PowerPoint.
• Experience of working in a reputable law firm or an organization with an understanding of currency, time zones, etc.
• Exceptional organizational, time-management, communication, and administrative skills.
• Handling "cold calls" with skill, charm, and efficiency.
• Excellent attention to detail, problem-solving, and decision-making.
• Ability to work under pressure and at times to very tight deadlines.
• Ability to work well in a team environment and with limited supervision.
• Ability to multi-task efficiently, and effectively whilst still prioritizing the work of the Partners.
• Calm, methodical approach.
• Top-notch research skills. 

QUALIFICATIONS & EXPERIENCE:

• A B.Sc degree in Sociology or any related field.
• An MBA or master’s degree is an added advantage.
• Minimum of 3 years work experience in the related field.