Female Executive Assistant to the MD/CEO at IGIT Shipping and Logistics Company Limited

Female Executive Assistant to the MD/CEO at IGIT Shipping and Logistics Company Limited

Job Features

Job FieldAdministration / Secretarial
Job TypeFull-Time
EducationBA/BSc/HND MBA/MSc/MA
LocationLagos State
Experience7 years

Brief Description:

The role entails working closely with the MD/CEO and requires a clear understanding of the organization’s corporate philosophy (vision, mission, core values and brand drivers) and a demonstrable ability to play an instrumental role in achieving them. It is a perfect fit for ambitious, creative and highly detailed individuals who think outside the box and have the desire and ability to learn new skills fast.

Essential Duties and Responsibilities:

  • Scheduling meetings and appointments, preparing weekly itineraries, maintaining organized diaries, preparing of relevant briefs, reports and addresses.
  • Participate in Governance related engagements
  • Liaise with Regulators and Consultants
  • Arranging for CEO’s traveling.
  • Prepare, maintain and securely keep all registers including members, directors, shareholders/shareholdings
  • Devising and maintaining office systems and processes, including data management, filing and retrieval system for the Executive.
  • Works closely and effectively, by keeping the CEO well informed of upcoming commitments and responsibilities, and following up appropriately.
  • Prioritizes conflicting needs; handles matter expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
  • Attending to all incoming and outgoing correspondences/mails
  • Screening and handling telephone calls, enquiries, requests for visitations as appropriate
  • Taking minutes and proceedings of important meetings where required.
  • Drafting contract, Service Level Agreements (SLA) etc. for the company.
  • Producing documents, briefing papers, reports, speeches and presentations
  • Devising and maintaining office systems and processes, including data management, filing and retrieval system etc.
  • Organising meetings and ensuring the CEO is well-prepared for meetings
  • Monitor changes in relevant legislation and the regulatory environment and take appropriate actions
  • Organize travel itinerary
  • Provides a bridge for smooth communication between the CEO’s office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
  • Enjoys utilizing relevant skills to manage business-related tasks
  • Scheduling virtual and non-virtual meetings
  • Manage Stakeholders relationships under direction from and on behalf of the Board
  • Completes a broad variety of administrative tasks for the CEO
  • Managing an extremely active calendar of appointments
  • Drafting and preparing confidential correspondence
  • Communicates directly, and on behalf of the CEO, with Advisory Board members, staff, and others, on matters related to CEO’s initiatives.
  • Arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
  • Plans, coordinates and ensures the CEO’s schedule is followed and respected.
  • Provides “gatekeeper” and “gateway” role, creating win-win situations for direct access to the CEO’s time and office.
  • Attend Board and other meetings and prepare Board minutes and formal resolutions

Person Specification
Qualification / Education:

  • Minimum of Bachelor’s Degree in relevant discipline.
  • Holders of Law Degrees are encouraged to apply.
  • Master’s Degree is an added advantage

Work Experience:

  • Minimum of 7 years cognate experience supporting Executives in a similar industry.

Skills & Knowledge:

  • Proficiency in Microsoft Office (Outlook, Word, Excel, and PowerPoint)
  • Experience as an Executive Assistant is highly important
  • Ability to manage deadlines and prioritize work
  • Excellent interpersonal skill and organizational skills
  • Attention to detail
  • Excellent communication skills
  • Good analytical, critical reasoning and strategic thinking capabilities skills
  • Multi-tasking skills to be able to meet deliver multiple deadlines in good time
  • Coordination and scheduling skills
  • Ability to work under pressure
  • High level of discretion and Emotional Intelligence
  • Time management skills to meet deadlines and deliver on assignments
  • Administration experience
  • Very vibrant and courteous.
  • The ability to exercise good judgment in a variety of situations
  • The ability to handle a wide variety of activities and confidential matters with discretion.
  • Strong written and verbal communication
  • Must possess strong presentation skills.

Method of Application

Interested and qualified candidates should forward their CV to: [email protected]  using the position as subject of email.

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