Personal Assistant to CEO at Safalex Nigeria Limited

Description:

• Manage and maintain the CEO’s diary.
• Filter messages, highlight urgent correspondence and print if necessary.
• Ensure busy diary commitments, papers, and travel arrangements are managed effectively including producing a daily folder with diary, necessary papers and troubleshooting problems.
• Conduct weekly diary meetings with the CEO to discuss upcoming engagements, invitations and other requests.
• Schedule on behalf of the CEO meetings between him and his direct reports and the departments
• Coordinate travel and accommodation requirements in connection with others and ensure arrangements in place for the CEO match his requirements.
• Filter general information, queries, phone calls and invitations to the CEO by redirecting or taking forward such contact as appropriate. 
• Manage the process of calling for briefing on behalf of the CEO from start to finish ensuring that he is fully prepared for all engagements.
• Keep and maintain an accurate record of papers and electronic correspondence on behalf of the CEO.
• Prepare correspondence on behalf of the CEO, including the drafting of general replies approved by him.
• Minute general meetings as required and complete research on behalf of the CEO. 
• Keep and retrieve files.
• Ensure guests meeting with the CEO are well taken care of.
• Provide a service that is in line with the CEO’s work habits and preferences. 
•  Completes projects and special assignments by establishing objectives; determining priorities; managing time; gaining cooperation of others; monitoring progress; problem-solving; making adjustments to plans.
• Improves quality results by studying, evaluating, and re-designing processes; implementing changes.
• Analyzing Financial and Operational data received from various divisions/group companies, and assisting the CEO in such other corporate tasks assigned to him.
• Prepare a variety of high quality, written agreements, memos, letters, and other documents.
• Prepare and archive Power point presentations.
• Manage membership dues to various organizations, subscription, distribution and circulation lists.
• Prepare, edit and distribute itineraries, letters, memos and meeting minutes and keep track of for events and meetings making sure that things are not overlooked
• Serve as liaison with department managers to help ensure a manageable flow of work and communications.
• Be available on behalf of the Supervisor to distributors, agents, customers and luminaries.
• Carry out routine office duties, including reception duties for the Supervisor, in a professional manner.
• Maintaining leaves records and details as prepared by the appropriate department head.

PERSON SPECIFICATION - Qualifications, Experience, Knowledge & Skills

EXPERIENCE:

• Demonstrable experience in an administration/executive assistant/PA role in a highly pressurized environment requiring tact, judgment and discretion in handling internal and external contacts.
• Experience of diary management/researching and booking of travel and accommodation.
• Experience of successfully working with senior management.

KNOWLEDGE:

• Must be proficient with Microsoft office. This may be tested during the selection process.
• Expert level in the use of Outlook.
• Intermediate level in the use of Word, Excel and PowerPoint.

SKILLS (ALL ESSENTIAL):

• Excellent organisational skills, ability to multi-task and organize others.
• Excellent oral and written communication skills and ability to professionally represent the CEO’s office.
• Ability to work under pressure and be flexible as part of a small team.
• Attention to detail and deadlines.
• Ability to filter information and assess priorities.
• Ability to develop and maintain good working relationships at all levels, including during difficult or challenging circumstances.
• Ability to prioritize and manage own workload amid conflicting demands and busy work periods.
• Ability to think ahead and anticipate needs before they arise.
• Ability to exercise discretion in dealing with confidential or sensitive matters.
• Confident and able to work on own initiative and with limited supervision.

OTHER JOB REQUIREMENTS

• The position holder will fulfill a specific job but be expected to develop a good understanding of the roles within the company and around the CEO, and be able to confidently and competently cover for team members when they are absent. The position holder may be asked to assist secretaries with queries, administration and agenda management.
• When the CEO is absent, the position holder will be expected to use any down-time to explore and implement improvements to the way the CEO’s office is managed.
• The position holder should expect that on occasion, they will be required to work flexibly with the CEO and on occasion a longer than normal day. In addition the position holder may be contacted by the CEO out of normal office hours to deal with unexpected events.

Must be ready to travel at anytime, have a valid international passport and a valid driver’s license.

EXPERIENCE/EDUCATION

Bsc in Business Administration or any relevant social sciences with at least 4years experience as a personal assistant or equivalent combination of education and experience. Should have knowledge of the basic principles of business management.

INTERPERSONAL SKILLS

Must be a team player and should ensure that the spirit of team work never subsides while fulfilling your responsibilities. The ability to interact with staff at all levels of the work and a proactive approach to your work, with loads of professionalism and honesty are the key features of your job description of a personal assistant. You may be required to work within time constraints and often under pressure.

Confidentiality is also an important part of the job, as you will come across a great deal of different information about the company, its finances and even information about other employees and managers, so it is important to keep it very professional.