Executive Assistant to the Group Managing Director at Midwestern Oil & Gas Company Limited

Reports to: The Group Managing Director

Purpose of the Job

• To provide secretarial and administrative support and assistance to the GMD on a variety of strategic non-core business matters

Job Duties / Responsibilities/ Accountabilities
Planning and Organisation:

• Develop a comprehensive understanding of the dynamics of the business, the priorities of the company and the priorities of the GMD, as well as company policies, procedures and methods of operation to effectively and efficiently conduct duties and responsibilities
• Coordinate official engagements
• Conduct weekly diary meetings with the GMD to discuss upcoming engagements, invitations and other requests

Records Management:

• Maintain, update and categorize contacts lists for easy reference always
• Prepare all relevant documentation and information packs for meetings
• Provide secretariat services during meetings
• Document and circulate minutes of meetings
• Maintain effective and comprehensive electronic and paper filing systems to ensure protection, security and confidentiality of all files, records and reports
• Maintain and retrieve files for the GMD as at when needed

Office / Calendar Management:

• Support the GMD in conducting daily, weekly, monthly, quarterly, & annual reviews of tasks and correspondences
• Screen emails, highlight urgent correspondence and print attachments
• Schedule on behalf of the GMD meetings between him and his direct reports and the committees and groups to which he is a member
• Follow up and monitor progress on discussions, decisions and/or special assignments to ensure timely response from the GMD to the respective person(s) and stakeholders
• Coordinate travel and accommodation requirements in connection with the Administration Department and ensure arrangements are in place for the GMD to match his requirements
• Prepare correspondence on behalf of the GMD, including the drafting of general replies.

Others:

• Conduct research and gather data on diverse business issues for the GMD
• Collate material and prepare presentations and speeches for the GMD

Work Experience / Qualification

• Minimum of 8 years post qualification experience in office support, secretarial or administrative function in a reputable company or similar organisation.