Executive Assistant

Job Title

Executive Assistant

Location

Abuja (FCT)

Description and Objectives

• The Executive Assistant will enhance the assigned Principal’s effectiveness by providing various levels of the organisation, coordination, and management support, including representing the executive to internal and external stakeholders.
• S/he will aim to simplify the day-to-day interactions of the Principal by providing frictionless support and ensuring that tasks and projects are on track using a high degree of professionalism, initiative, and independence.

Technical Responsibilities

Scheduling and Meeting Management:

• Act as a primary point of contact for internal and external constituencies and stakeholders on all matters pertaining to the Principal;
• Manage the Principal’s calendar adequately during business hours including non-work-related events during those hours to avoid conflicts;
• Liaise with person and stakeholders internally and externally to provide availability as required for business and personal scheduling;
• Track and maintain a high priority list for activities and remind the Principal as appropriate;
• Schedule, plan and organize meetings, conference calls, locations/rooms as applicable;
• Join meetings on an ad hoc basis to take minutes, capture recaps and next steps for the executive.

Executive Communication:

• Maintain strict confidentiality of all sensitive information from the Principal’s office both internally and externally;
• Prepare internal and external letters and documents, including meeting plans and notes on behalf of the Principal;
• Involved in preparing and formatting information for internal and external distribution which includes writing letters, reports, compiling data for reports, creating presentations, editing, proofreading, and other information preparation duties;
• Optimize executive's time by reading, researching, and routing correspondence as appropriate;
• Route and manage all internal and external phone calls, emails and correspondences on behalf of the Principal.

Overall Administration:

• Provide hospitality to guests and create a welcoming environment;
• Manage databases and filing system for the Principal’s office;
• Coordinate with the admin team to arrange domestic and international travels and logistics for the Principal;
• Liaise with the office assistants to ensure that the Principal’s office is clean at all times and escalate utility faults as appropriate;
• Liaise with the admin team to provide event management support including coordination of meeting logistics;
• Ensure stock up of utility supplies for the Principal’s office and manage refreshments, supplies and food orders;
• Manage audits, advances and retirement of expense reports for the Principal;
• Other duties as assigned.

Education and Experience

• Academic training: Minimum of Bachelor's Degree from a reputable university;

Experience

• Minimum of five (5) years of progressive experience in office management systems and procedures.
• Prior experience as an Executive Assistant or Administrative Officer in a reputable organisation is a plus.

Required competencies:

Core requirements:

• Compelling evidence of interest in and commitment to the mission of SCIDaR;
• Ability to effectively manage relationships with Solina’s internal and external stakeholders;
• Possess strong communication skills and team-oriented interpersonal skills
• Proficiency in the use of Microsoft office package (Word, Excel and PowerPoint);
• Ability to execute work in a diverse, fast paced environment with people at all organizational levels
• Demonstrate professionalism, sensitivity, a high level of confidentiality and a positive attitude at all times
• Ability to make appropriate, informed decisions regarding priorities and available time;
• Possess excellent organisational skills and attention to details;
• Ability to work under pressure and time cons