Job For Executive Secretary In A Leading Offshore Logistics Firm

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

• 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.


• 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.

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:

• 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.


• 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.

Proposed Salary
N150,000/month.

 

 

 

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.

 

Application Deadline 15th August, 2019.

 

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.

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source: http://jobcenternigeria.com/job-for-executive-secretary-in-a-leading-offshore-logistics-firm/