Personal Assistant to Managing Director

 

Company

Got Formation Limited

Job Level

Experienced (Non-Manager)

Location

Lagos

Specialization

Administration & Office Support

Job Type

Full-Time

Minimum Qualification

Degree

Preferred Years of Experience

3 - 5 years

Application Deadline

2 months from now


GENERAL OBJECTIVE/PURPOSE OF JOB:
To provide an efficient and responsive administrative, organisational, and logistical service to the Managing Director,helping him to manage and prioritise his time. You will be responsible for providing full secretarial assistance to the management team during absences to ensure a high level of service is maintained. This position will be of key importance within the organisation and the successful candidate must have previous secretarial and administrative experience within a fast-paced customer facing environment. You will be able to demonstrate the ability to effectively plan and organise your workload and the initiative to resolve issues quickly in an appropriate manner.

MAIN DUTIES

• Acts as the Managing Director’s first point of contact with people from both inside and outside the organization. Typical work activities include:
• Screening telephone calls, enquiries and requests and handling them when appropriate;
• Organizing and attending meetings and ensuring the Managing Director is well-prepared for meetings;
• Devising and maintaining office systems, including data management, filing, etc.;
• Manage and maintain the Managing Director’s diary and email account(s).
• Filter emails, highlight urgent correspondence and print attachments.
• Organise inbound emails into the appropriate folders and any relevant information to be copied into the correct file on the hard drive.
• Respond to emails as much as possible, dealing with appointments, requiring Bio or photos, etc.
• Ensure busy diary commitments, papers and travel arrangements are managed effectively including producing a daily folder with diary, necessary papers etc. and troubleshooting problems.
• Conduct weekly diary meetings with the Managing Director to discuss upcoming engagements, invitations and other requests.
• Schedule on behalf of the Managing Director meetings between him and his direct reports and the committees and groups to which he is a member.
• Co-ordinate travel and accommodation requirements in connection with others and ensure arrangements in place for the Managing Director match his requirements.
• Filter general information, queries, phone calls and invitations to the Managing Director by redirecting or taking forward such contact as appropriate.
• Ensure the Managing Director is fully briefed on, or prepared for, any engagements he is involved in. Keep and maintain an accurate record of papers and electronic correspondence on behalf of the Managing Director.
• Prepare correspondence on behalf of the Managing Director, including the drafting of general replies.
• Minute general meetings as required and complete research on behalf of the Managing Director.
• Keep and retrieve files.
• Ensure guests’ meetings with the Managing Director are well taken care of.
• Provide a service that is in line with the Managing Director’s work habits and preferences.
• To attend training and meetings as and when required.
• Responsibility for accounts and budgets.
• Being involved in decision-making processes.
• Ensuring that Managing Director's phone bill is paid on time.
• Taking note of birthdays of clients, staff, family, friends and other important contacts (organizing for gifts and cards to be sent out).
• Note of other important dates and events in the calendar.
• Finding out important events and functions Managing Director should be aware of and may want to attend including meetings, outings, exhibitions and conferences (both local and international).
• Assisting in other official or personal tasks and errands as they may be assigned.

KNOWLEDGE, SKILL, CAPABILITIES AND PERSONAL QUALITIES

• Fluency in spoken and written English Language.
• Possess University Degree in any discipline.
• A minimum of four years PA experience at a senior level.
• Excellent administrative and organisational skills.
• Ability to work in an efficient and effective manner.
• Good timekeeping skills and ability to meet deadlines.
• Ability to remain calm under pressure.
• Diplomatic and confident.
• Adaptability and flexibility.
• Accuracy and attention to detail.
• Multi-tasking - an ability to carry out several tasks at the same time.
• Good IT skills e.g. Microsoft Word (Advanced); Microsoft Excel (Intermediate); Microsoft PowerPoint (Advanced); a good working knowledge of an email package like Microsoft Outlook.
• Good Internet Skills - should also be internet savvy, as they may be required to do research or perform tasks which require a good knowledge of the internet environment.
• Professional telephone manner.
• Proven ability to work under pressure and to tight deadlines.
• Bright, confident personality.
• Must be efficient, hardworking, reliable and trust-worthy.
• Must be self-disciplined and act with initiative.
• Must be quick witted and able to perform well when challenged.
• Highly personable and proactive.
• Flexible and mature approach with ability to work unsupervised.
• Ability to use your own initiative.
• Tact and discretion, for dealing with confidential information.
• Must be Male.
• Should be single.

 

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