Executive Assistant at AETI Power Systems and Control Limited

AETI Power Systems and Controls Limited is a foremost engineering consulting company in Nigeria rendering the following services in the power sector: Hands-on Technical Training, Power Projects and Consulting Services, Technical Recruitment and Outsourcing Services, Procurement and Supply of Power Equipment and Facilities Management Services to the Power Sector.

We hereby seek applications from suitable candidates to fill the position below:

Job Title: Executive Assistant

Auto req ID: 123872BR
Location: Lagos
Region: EMA
Function: Infrastructure - Operations & Administration
Service Line: Operations & Administration
Engagement Type: Graduate Hire

Roles and Responsibilities

• Coordination and making arrangements for official travels/trips, including bookings, obtaining of visas, itineraries and residence / work permits for expatriates (if required), etc.
• Provision of full range of secretarial duties, including screening/receiving/coordinating visitors, screening/handling phone calls, typing documents, proofreading, copying, transcribing dictation, keeping confidential records, handling mails/correspondences/faxes
• Provision of facilities management support and coordination of all maintenance, servicing and repairs pertaining to office equipment
• Preparation, planning, organization and management of weekly schedules, and application of Standard Operating Procedures
• Administration and coordination of training programmes when necessary
• Planning, scheduling and coordination of informal events such as cards / gifts for birthdays and other celebrations
• Overseeing allocation of staff lockers and general pool management
• Maintenance of an accurate filing system and document control
• Maintenance of data privacy and confidentiality of necessary administrative affairs
• Managing special projects / activities / tasks
• Advanced, diversified administrative duties e.g. preparing weekly & monthly reports, preparation / distribution of minutes of meeting, composing correspondence/memos/documentation, updating manuals, maintaining logs
• Generation/gathering of data/information from various sources (e.g. reports, logs, files, etc.).
• Reviews invoices and other data for inaccuracies and inconsistencies
• Scheduling and making arrangements for meetings, appointments, conferences, and assembling necessary requirements and resources.  Managing Outlook calendars as well
• Provision of support to management in attending to requests or enquiries
• Managing time reporting, expense reporting, procurement, reconciliation and retirements
• Authoring or creating documents, spreadsheets and presentations
• Resolving both routine and complex administrative problems
• Taking initiative in programme/project planning, development, and execution of agreed work plans within established time frames
• Training and providing effective coaching, feedback and motivation to entry-level staff in the division/unit
• Coordinating with other staff/team members regarding general business/office activities to ensure proper understanding of agreed goals/firm objectives
• Clear communication and active seeking of ideas/suggestions for process improvement
• Liaison with vendors, third-party agents and regulatory authorities while ensuring adherence to Service Level Agreements and compliance with regulatory requirements

Qualifications and Skills

• A good first Degree or its equivalent in any discipline from a reputable institution
• Possession of a Certificate in Secretarial Studies or a similar certification will be an advantage
• A minimum of three (3) years’ relevant post-NYSC experience, preferably in a similar position in a multinational
• Demonstrable competencies in corporate services
• High ethical standards and proven integrity
• Excellent persuasive and negotiation skills
• Good research and documentation skills
• Strong analytical and problem-solving skills
• Extensive knowledge of modern office administrative practices and equipment usage
• Articulate, with excellent written and verbal communication skills
• Proven ability to multitask or deliver on multiple tasks within tight timelines
• Strong planning and organizing skills
• Ability to work independently (without supervision)
• Excellent computer skills and adequate knowledge of a variety of software programs
• Sound judgement, discretional ability and good decision-making skills
• Well-dressed, presentable and professional outlook
• Broad and comprehensive knowledge of administrative policies, procedures and processes
• Deep knowledge and good understanding of underlying operational issues
• Team-oriented individual with good relationship skills
• Working knowledge of the Microsoft Office suite, including but not limited to Word, Excel, PowerPoint, Outlook, etc.

Application Closing Date
6th November, 2018.

How to Apply
Interested and qualified candidates should send their Applications and CV to: [email protected] use the position as the subject title.