Executive Assistant

3 weeks ago

india eRecruiter Full time
Job Description
Our client is a leading engineering company with interest in engineering, oil & gas and construction. They currently have an opening for an executive assistant to be based in Abuja, Nigeria.
Overview:
The Executive Assistant to the CEO is responsible for providing comprehensive support to the CEO and Executive Team and managing the organization’s office operations, including working remotely with the Lagos State team. This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with high professionalism and confidentiality.
RESPONSIBILITIES/JOB DESCRIPTION:
Personality Traits:
  • Vibrant, positive energy, proactive, can-do attitude, high-spirited/energy and career-minded
  • Someone who can mix and interact across statuses, no stage freight, not rude however bold and firm.
Sector Knowledge and Expertise:
  • Demonstrate a comprehensive understanding of the construction, engineering, oil & gas, building services, facilities management, and design consultancy sectors.
  • Stay abreast of industry trends, developments, and best practices to provide informed support and insights to the CEO and executive team.
Calendar Management and Prioritization:
  • Provide sophisticated calendar management for the CEO, prioritizing inquiries, requests, and appointments to ensure efficient scheduling and time management.
  • Anticipate and troubleshoot scheduling conflicts, making judgments and recommendations to ensure smooth day-to-day engagements for the CEO.
Logistics and Meeting Support:
  • Act as a liaison and provide comprehensive support to the CEO, including arranging and handling logistics for meetings, conferences, and events.
  • Schedule meetings, draft agendas, develop presentations, and record meeting minutes on behalf of the CEO, ensuring compliance with applicable rules and regulations.
Administrative Assistance:
  • Complete a broad variety of administrative tasks to facilitate the CEO's leadership, including assisting with special projects, designing, and producing complex documents, reports, and presentations, and maintaining contact lists.
  • Coordinate travel arrangements, prepare expense reports, compose, and prepare correspondence with staff and outside parties on behalf of the CEO, and always maintain confidentiality and accuracy.
Stakeholder Communication:
  • Serve as the primary point of contact for internal and external constituencies on matters concerning the CEO, including those of a highly confidential or critical nature, exercising judgment and discretion in handling inquiries and communications.
  • Prioritize and determine appropriate responses or courses of action, reflecting the CEO's style and organizational policies.
Information Management and Follow-Up:
  • Keep the CEO well-informed of upcoming commitments, responsibilities, and issues by providing timely updates, reminders, and briefings as needed.
  • Act as a "barometer" by staying informed of environmental issues and keeping the CEO updated, anticipating their needs before meetings and events.
Meeting and Event Coordination:
  • Coordinate Executive Team meetings, retreats, and staff events, ensuring logistical arrangements, agenda development, and follow-up actions are managed efficiently.
  • Assist in coordinating the CEO's outreach activities by collaborating with the executive team, and cultivating ongoing relationships with stakeholders, clients, and partners.
Event Management and Hospitality:
  • Provide event management support as requested, assisting in the planning, coordination, and execution of corporate events, client meetings, and hospitality initiatives.
  • Extend hospitality to all guests, creating a welcoming environment and professionally representing the organization.
Relationship Building and Networking:
  • Invest in building long-lasting relationships both externally and internally, fostering positive connections with stakeholders, clients, team members, and partners.
  • Other projects/duties as assigned for the overall benefit of the organization.
Readiness to Travel:
  • Demonstrate willingness and flexibility to travel locally and internationally as required by the CEO's schedule and business needs.
Qualifications:
1. Degree Qualified.
2. Proven experience (3-4 years) as an executive assistant or similar role, preferably in a corporate setting.
3. Exceptional organizational skills and attention to detail, with the ability to manage multiple tasks simultaneously.
4. Strong written and verbal communication skills, including proficiency in drafting correspondence and reports.
5. Proficiency in calendar management software and office productivity tools.
6. Discretion, integrity, and professionalism in handling sensitive information and confidential matters.
7. Ability to anticipate needs, think critically, and offer solutions with a proactive mindset.
8. Adaptability and flexibility to work in a fast-paced, dynamic environment.
9. Commitment to excellence and continuous improvement in supporting executive-level leadership.
10. Proficient in the use of Microsoft Office Suite
Desirable pointers: 1. Exceptional organizational skills and attention to detail.
2. Discretion, integrity, and professionalism in handling sensitive information.
3. Strong communication and interpersonal skills, with the ability to interact effectively with diverse stakeholders.
4. Proactive mindset with the ability to anticipate needs and take initiative.
5. Adaptability and flexibility to thrive in a fast-paced, dynamic environment.
6. Commitment to excellence and continuous improvement.
7. Sound computer knowledge.
8. Resides within FCT, Abuja.
Requirements
Executive assistant

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