Executive Assistant, Escravos

You’re a strong candidate if you have:

• Bachelor’s degree (B.Sc) or Higher National Diploma (HND) in Business Management, Public Administration, Secretarial Studies, Mass Communication, or Office Management.
• Minimum of three years’ experience in secretarial, administrative, or similar services.
• Ability to handle all activities with high confidentiality, initiative, and independence.
• Demonstrated ability to take initiative, prioritize, and meet deadlines, with strong multi-tasking and follow-through skills.
• Demonstrated strong interpersonal skills, including the ability to work cooperatively with all levels of management and peers, adapt to diverse work groups, and remain calm under pressure.
• Strong verbal and written communication skills, customer service skills, and the ability to effectively communicate at all levels of the organization to convey ideas.
• Strong organisational skills and attention to detail
• High proficiency in MS Office applications, as well as MS Teams, SharePoint, Adobe, and DocuSign.

You’ll help our teams and clients by:

Supporting Senior Managers and executives with daily clerical tasks such as:

• Handle all Executive Assistant responsibilities.
• Perform general office duties, including ordering supplies, maintaining records management systems, and performing basic bookkeeping tasks.
• Manage the requisition and distribution of office supplies
• Maintain office filing and record keeping systems 
• Prepare invoices, reports, memos, letters, financial statements, and other documents as required.
• File and retrieve corporate documents, records, and reports.
• Maintain effective communications with Senior Managers and Executive Staff leadership teams.
• Ensure requests to Senior Managers and Executive Staff are handled promptly, and that action items and deadlines for various corporate committee-related deliverables are met.
• Answer/screen telephone calls, transfer calls, respond to inquiries and/or take messages
• Review and screen telephone inquiries, taking initiative to handle calls as Appropriate

Schedule travel arrangements for senior executives:

• Coordinate domestic and international travel logistics, including arranging commercial and corporate aircraft travel and preparing detailed itineraries.
• Provide background information on meetings and trips, track and coordinate Executive Staff business trip requirements such as passports, visas, immunizations, and photos.

Schedule appointments, plan and coordinate meetings:

• Manage Executive Staff calendars in Outlook, including scheduling and coordinating logistics for meetings and special events.
• Assist in planning and scheduling office events

Handle incoming and outgoing correspondence:

• Open, sort, and distribute incoming correspondence, including faxes and emails.
• Prepare responses to correspondence containing routine inquiries.
• Review and screen Executive Staff email and incoming correspondence, prioritize urgent items, assign action items as appropriate, and compose replies as needed, ensuring proper handling of sensitive and classified materials

Provide administrative support for team members. Assist team members in tracing and gathering related expenses, compile expense reports, and maintain appropriate documentation. Develop required reports and handle bulk communication to tea

Handle special projects as requested by Senior Managers and Executive Staff