Personal Assistant to the President at the Institute of Science and Technology Yenagoa

Institute of Science and Technology located in Yenagoa Bayelsa state Nigeria is a newly established Private Institute designed to promote professionally-oriented education and professionally relevant research. The Institute is based on leading research, development work and experience-based knowledge. We cooperate closely with enterprises and public organizations to provide our researchers and fellows with professional development and experience from working life. We plan to offer study programs for professions that are in high demand in society and we have a comprehensive portfolio within research and development work for employers in the private and public sectors. We are also collaborating with Universities Overseas to award professional and degree certificates.

We are recruiting to fill the position of:

Job Title: Personal Assistant to the President

Location: Bayelsa

Job Summary

• Institute of Science and Technology and The Public Library jointly headed by Chairman seek the services of an Executive Personal Assistant to the President.
• The qualified candidate should be an individual who can multi task concurrently as he is expected to support the President on critical technical issues relating to the Institute of Science and Technology, the Public Library and other related businesses that the President is engaged.
• Extensive travel is required for this position.

Executive Assistant to the President Job Description

• Reporting directly to the President, the Executive Assistant provides executive support in a one-on-one working relationship.
• The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the President.
• The Executive Assistant also serves as a liaison to the board of directors and senior management teams; organizes and coordinates executive outreach and external relations efforts; and oversees special projects.
• The Executive Assistant must be creative and enjoy working within a small, entrepreneurial environment that is mission-driven, results-driven and community oriented.
• The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities.
• The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

Roles and Responsibilities

• Completes a broad variety of administrative tasks for the President including: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
• Plans, coordinates and ensures the President's schedule is followed and respected.
• Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the President's time and office.
• Communicates directly, and on behalf of the President, with Board members, donors, Foundation staff, and others, on matters related to CEO's programmatic initiatives.
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the President, including those of a sensitive or confidential nature.
• Determines appropriate course of action, referral, or response.
• Provides a bridge for smooth communication between the President's office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
• Works closely and effectively with the President to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately.
• Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the President updated.
• Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects for the President, some of which may have organizational impact.
• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the President's ability to effectively lead the company.
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows through on project to successful completion, often with deadline pressures.

Board Support and Liaison both to the Institute and the Library:

• Serves as the President's administrative liaison to the Board of Directors of the Institutes and The Public Library.
• Assists board members with travel arrangements, lodging, and meal planning as needed.
• Maintains discretion and confidentiality in relationships with all board members • Adhere to compliance with applicable rules and regulations set in by laws; regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format. Senior Management Liaison.
• Participates as an adjunct member of the Executive Team including assisting in scheduling meetings and attending all meetings.
• Assists in coordinating the agenda of senior management team meetings and off-sites, and all staff meetings.
• Facilitates cross-divisional coordination of travel and outreach plans Communications, Partnerships, and Outreach.
• Ensures that the President's bio is kept updated and responds to requests for materials regarding the President and the organization in general.
• Edits and completes first drafts for written communications to external stake holders Strategic Initiatives.
• Works with the Strategic Initiatives team in coordinating the President's outreach Activities.
• Follows up on contacts made by the President and supports the cultivation of ongoing relationships.
• Edits all, and creates acknowledgement letters from the President to donors

Qualifications

• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors.
• Expert level written and verbal communication skills.
• Demonstrated proactive approaches to problem-solving with strong decision-making capability.
• Emotional maturity .
• Highly resourceful team-player, with the ability to also be extremely effective Independently.
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment.
• Forward looking thinker, who actively seeks opportunities and proposes solutions.

Education and Experience Requirements

• Bachelor's degree required.
• Strong work tenure: 5 years or more experience supporting Executives, preferably in a highly corporate organization or educational Institute.
• Experience and interest in internal and external communications, partnership, development, and fundraising
• Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social.
• Successful candidate should be skilled enough to take independent decisions that affects the organization acting in some cases as a legal representative of the President.

Application Closing Date
12th May, 2015.

How to Apply
Interested candidates should send maximum of three (3) page CV including a passport photo via email: [email protected] to the Director Human Resources, Institute of Science & Technology, Yenagoa.