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Executive Assistant At RS Hunter

Date Posted: 16/Nov/2013
Deadline: Not Specified

 

Job Purpose:

To provide an efficient and responsive administrative, organisational and logistical service to the Managing Director, helping her to manage and prioritize her time. The Executive Assistant must function efficiently and effectively in a fast- paced professional environment.

Responsibilities:

  • Manage the daily schedule of MD. Ensuring that she knows her schedule 24 hours in advance and keeping appointments and meetings on time or changing schedule when necessary
  • Filter emails, highlight urgent correspondence and print attachments
  • Develop and maintain a system that alerts to upcoming deadlines, incoming requests or events
  • Conduct weekly diary meetings with the MD to discuss upcoming engagements, invitations and other requests
  • Schedule on behalf of the MD meetings with direct reports/clients
  • Manage MD’s travel arrangements and proactively coordinate the pre – planning of trips with various internal and external functions, including arranging appropriate travel visas, agendas and necessary contacts.
  • Receive MD and guests (as applicable) upon ALL his arrivals into Lagos.
  • Send MD daily reports on tasks and the office especially in her absence
  • Coordinate communication for meetings as directed. This includes scheduling meetings, disseminating documents, coordinating the ordering and delivery of meals (where necessary), meeting set-up and clean-up and taking minutes as needed.
  • Filter general information, queries, phone calls and invitations to the MD by redirecting or taking forward such contact as appropriate
  • Manage the process of calling for briefing on behalf of the MD from start to finish to ensure that he is fully prepared for all engagements
  • Keep and maintain an accurate record of papers and electronic correspondence on behalf of the MD
  • Manage and update MD’s contact list
  • Ensure that guests meeting with the MD are well taken care of
  • Manage the MD’s office supplies including organizing, checking supply levels and ordering when necessary
  • Anticipate the needs of the MD and act accordingly
  • Manage tasks such as bank deposits, meal orders and other out of office errands
  • Keep documents of MD’s other business interests
  • Birthdays: make cake orders for staff, friends and family of the MD
  • Perform related and other duties as required.

Skills

  • Professionalism

-           conduct self in a manner that professionally represents the MD

-          Work professionally and cooperatively with diverse groups

  • Excellent written and verbal communication skills
  • Strong interpersonal skills and good judgment
  • Ability to anticipate the MD’s needs
  • Ability to keep information CONFIDENTIAL

-          exercise discretion in dealing with confidential or sensitive matters

  • Highly organized, detail oriented and efficient
  • Ability to meet deadlines
  • Proficiency in MS office:

-          Expert level in the use of outlook

-          Intermediate level in the use of Word, Excel and PowerPoint

  • Ability to trouble-shoot and problem solve
  • Ability to ensure that the highest standards of quality and customer care are achieved
  • Ability to establish and maintain working relationships with co-workers, the public, other departments and agencies
  • Good team working skills
  • Professional demeanor and ability to defuse emotional situations in a calm manner
  • Demonstrates drive, enthusiasm, self-motivation and cooperative attitude
  • Ability to stay focused, efficient and effective in managing multiple priorities
  • Ability to work on own initiative and take responsibility as required
  • Mature, energetic with a ‘let’s roll up our sleeves’ attitude which is especially important in a growing organization
  • Ability and willingness to provide after hour and flexible support is a must

 

Personal Qualities:

  • Energy, Commitment and Enthusiasm
  • High levels of personal integrity – trustworthy, reliable and honest
  • Emotional stability under pressure – a relaxed manner, a calm approach and a sense of humor

 

Qualifications and Experience:

  • Bachelor’s degree in social sciences
  • Substantial work experience as an Executive Assistant or similar role
  • Minimum 4 years work experience in a similar role

 

Method of Application

Interested and qualified? Click the Apply now button to send your application

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