Personal Assistant to the Chairman at Ascentech Services Limited

Ascentech Services Limited is a full-fledged Human Resource Solution Provider incorporated in 2013 with its Head Office in Lagos, Nigeria. We are committed to forging long-term partnerships with our clients by creating and delivering robust and flexible services that address the changing needs of their business.

We are recruiting to fill the position below:

Job Title: Personal Assistant to the Chairman

Location: Ikoyi, Lagos
Employment Type: Full-time

Job Description

• The Personal Assistant to the Chairman will be responsible for providing comprehensive support to the Chairman, Board of Directors, and Executive Leadership Team through coordination of executive communications, including taking calls, responding to emails, interfacing with Clients, preparing internal and external corporate documents for the ELT and industry partners, scheduling meetings and appointments.
• The role will require expertise in anticipating needs, critical thinking, offering solutions to problems with a high level of professionalism and confidentiality, Expert proficiency with Microsoft Office and desktop publishing software; ability to design and edit graphic presentations and material, Strong verbal and written communication skills

Responsibilities

• Provide comprehensive calendar management for the Chairman, arrange inquiries and request while troubleshooting conflicts; make judgments and recommendations to ensure smooth day to day engagement.
• Act as a liaison and provide support to the board of Directors. Arrange and handle all logistics for Board meetings and events: schedule meetings; draft agendas; develop, compile and distribute presentation materials; and record meeting minutes on behalf of Board Secretary. adhering to compliance with applicable rules and regulations set in bye laws regarding Board matters.
• Complete a broad variety of administrative tasks that facilitate the Chairman’s ability to effectively lead the organization, including : assisting with special projects; designing and producing complex documents, reports and presentations; collecting and preparing information for meeting with staff and outside parties; composing and preparing correspondences ; maintaining contact lists; making travel arrangements; and completing expense and Mileage reports.
• Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the Chairman, including those of a highly confidential or critical nature. Prioritize and determined appropriate course of action, referral, or response, exercising judgment to reflect Chairman’s style and organization’s policy. Work closely with the chairman to keep him well informed of commitments and responsibilities, following up appropriately. Acts as a “barometer” having a sense for the issues taking place in the environment and keeping the Chairman updated while Anticipating Chairman’s need in advance of meetings, conferences etc
• Maintain open communications with the team, including meeting regularly with their operations and technology coordinator and providing information and documents as needed.
• Coordinate all Executive Leadership team meetings and retreats and assist with staff meetings and events as needed
• Provide “gatekeeper” and “gateway” role, providing a bridge for smooth communication between the Chairman and employees demonstrating leadership to maintain credibility, trust and support the Executive Leadership Team. Complete projects by assigning work to appropriate staff, including the Executive Leadership Team on behalf of the chairman.
• Work with the Executive Leadership Team to coordinate the chairman’s outreach activities. Follow up on contracts made by the chairman to cultivate ongoing relationships.
• Manage all aspects of organization’s office services. Evaluate and assist in developing office policies and procedure s for improved work flow and anticipate future needs as the organization grows. Assist in the selection of vendors and purchase equipment, services and supplies necessary for the operation of organization.
• Manage information systems operations including hardware, software, desktop support, internal telecommunication and strategic systems development and planning. Provide leadership to all levels in the organization, including the team, to meet their current and future information needs. Supervise IT consultants. Prepare budget recommendations.
• Replenish office materials such as snacks, printer supplies, paper, office supplies etc
• Provide event Management support as requested
• Provide hospitality to all guests and help to create a welcoming environment
• Answer main phone line and respond to inquiries
• Process and distribute daily mails.
• Invest in building long lasting relationship both externally and internally
• Manage petty cash reimbursements and reconciliation
• Other projects/duties as assigned for the overall benefit of the Organization

Qualifications

• A graduate with a BA in Humanities, Arts or Social Sciences
• A Masters in Business Administration or Public Administration or related course is added advantage.
• A minimum of 5 years experience in a similar position.
• Must have a strong ability to execute work with a DEIB lens
• Should have Significant Executive support experience, including supporting C – level executives, a nonprofit board experience is highly preferred
• Technical proficiency and problem – solving skills related to ; IT infrastructure ; IT support and troubleshooting ; and cloud – based environment ( web – based applications)
• Strong verbal and written communication skills
• Exceptional organizational skills and impeccable attention to detail
• High degree of professionalism in dealing with diverse group of people, including Board members, senior executives, staff, community leaders, donors and funded partners.
• Make appropriate, informed decisions regarding priorities and available time.
• Ability to complete a high volume of tasks and projects with little or no guidance
• Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.
• Able to maintain a high level of integrity and discretion in handling confidential information
• Excellent judgment is essential
• Ability to switch gears at a moment notice
• Must thrive in an intense, do it yourself, start – up environment
• Ability to work well within a cross – functional team environment and diverse communities.

Application Closing Date
12th November, 2024.

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