Executive Secretary at a Leading Offshore Logistics Company - Busy Minds Consult

Busy Minds Consult - Our client, a leading Offshore Logistics company with an exponential growth plan is seeking the services of an experienced professional to fill the position below:

Job Title: Executive Secretary

Location: Lagos

Responsibilities

• Read and analyze incoming memos, submissions, and reports in order to determine their significance and plan their distribution.
• Open, sort, and distribute incoming correspondence, including faxes and email.
• File and retrieve corporate documents, records, and reports.
• Receive and determine access for visitors.
• Prepare responses to correspondence containing routine inquiries.
• Perform general office duties such as ordering supplies, maintaining records management systems, and performing basic office tasks.
• Prepare agenda and plan for committee, management, board, and other meetings.
• Make travel arrangements and schedules for executives.
• Alert executives about cancellations or new meetings.
• Conduct research, compile data, and prepare papers for consideration and presentation by executives, committees and boards of directors.
• Attend meetings in order to record minutes.
• Compile, transcribe, and distribute minutes of meetings.
• Follow up on action points from meetings on behalf of executives.
• Coordinate and direct office services, such as records and budget preparation, protocol, personnel, and housekeeping, in order to aid executives.
• Prepare confidential and sensitive documents.
• Meet with individuals, special interest groups and others on behalf of executives.
• Manage and maintain executives' calendar and schedules.
• Prepare invoices, reports, memos, letters, financial statements and other documents, using word processing, spreadsheet, database, and/or presentation software.
• Supervise and train other administration staff.
• Review operating practices and procedures in order to determine whether improvements can be made in areas such as workflow, reporting procedures, or expenditures.
• Interpret administrative and operating policies and procedures for employees.
• Working with department guidelines and standard procedure.
• Operate and maintain an effective filing system for the department.
• Record and monitor all costs and expenses for the executives.
• Process invoices and produce reports for all the budgets and liaising closely with the Finance department.
• Manage and maintain stationary supplies.
• Follow through any changes to the disaster recovery plan.

Requirements
Education and Qualifications:

• Bachelor's/HND
• NYSC certificate/Exemption letter
• Institute of Chartered Secretaries and Administrators of Nigerian (ICSAN) Certification will be an added advantage.

Experience:

• Minimum of 5 years’ experience in secretarial and administrative support for executives preferably as a Personal Assistant.
• Intermediate knowledge of Microsoft Office especially Microsoft Word and Excel

Knowledge Skills and Abilities:

• Proficient in the use of English Language.
• Proficient in the use of standard computer software packages (e.g. Microsoft Office) and to learn bespoke packages if required.
• Good interpersonal and communication skill.
• Highly organised.
• Ability to work in a diverse team.
• Ability to work under pressure to agreed deadlines and adapt to change.
• Ability to produce minutes of meeting and draft/edit written documents and correspondences independently.
• Ability to retrieve information from relevant sources through research.
• Ability to handle confidential and sensitive materials.
• The ability to be proactive and use your initiative: to see what needs doing and to do it.
• Ability to ensure that the highest standards of quality and customer care are achieved.
• Ability to form successful relationships, working with all levels of the organization.
• Ability to work flexibly and under own initiative to achieve objectives.
• The resilience to deal with periods of work pressure and diplomacy to deal with difficult employees, customers, contractors and others in the course of their duties.
• Reliable, with the ability to maintain high levels of service.
• Motivated with the ability to effectively work on own initiative.
• Physical fitness and mental agility to successful function for an extended period if required.

Proposed Salary
N150,000/month.

Application Closing Date
15th August, 2019.

How to Apply
Interested and qualified candidates should send their detailed CV to: [email protected] using the Job title as the title of the mail.

Note: The dates of each of your work experience should include the start month and year and stop month and year. E.g. July 2013 - May 2018.