Executive Assistant to the Managing Director at a Marine Logistics & Supply Services Company

We are a leading indigenous Marine Logistics & Supply Services Company specializing in the provision of safe and modern marine assets and services in the West Africa Oil and Gas / Maritime Industry.

We seek professionals with cognate work experience, strong academic credentials, and the right attitude to work who will deliver value to stakeholders, for immediate employment in the position below:

Job Title: Executive Assistant to the Managing Director

Location: Lekki 1, Lagos

Job Duties and Responsibilities
The Executive Assistant is required to:

• Complete a broad variety of administrative tasks that facilitate the MD’s ability to effectively lead the organization, including: assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence and maintaining contact lists; take notes / dictation/minutes at meetings and provide general assistance during presentations
• Prepare reports for the MD on weekly or monthly basis on issues that have been or would be handled ahead of time for MD’s decision making.
• Serve as the primary point of contact for internal and external parties on all matters pertaining to the MD, including those of a highly confidential or critical nature.
• Work closely with the MD to keep him well informed of upcoming commitments and responsibilities, following up appropriately.
• Coordinate all meetings for the office of the MD as well as assist with retreats and corporate events that involve Executive Management as needed.
• Provide a bridge for smooth communication between the MD and staff.
• Monitor, screen, respond to and distribute incoming and outgoing communications such as enquiries and requests, and handling such when appropriate.
• Handle financial and accounting matters for the Managing Director with confidentiality.
• Meet and receive guests/visitors in person or on the telephone; answering or directing inquiries on behalf of the Managing Director.    
• Devise and maintain office systems, including data management, filing, etc.
• Handle travel and accommodation requirements for the MD, occasionally, traveling with the MD on official assignments (if need be) to handle administrative tasks and provide general assistance as needed.
• Manage/monitor and reconcile designated budgets and expenditures for the office of the MD.
• Liaise with HODs/ senior officials of sister companies to gather information and reports required by the MD; and carry out his general instructions.
• Manage initiatives and coordinate other activities designed to build and protect the MD’s personal brand/concerns.
• Ensure that HSE policies and procedures are strictly adhered to in line with company policies, and all personnel in the office of the MD carry out same.
• Replenish office materials such as confectionaries, stationeries, general office supplies, etc.
• Provide event management support as requested.
• Provide hospitality to all guests and help to create a welcoming environment.
• Carry out such other duties as may be assigned from time to time by the MD.

Qualifications & Experience

• University Degree in Business Administration, Public Administration, Mass communication, Public Relation and Communication or other related / relevant area.
• Relevant professional qualification.
• 6 years+ cognate work experience with at least 4 years of supporting C-level executives in a reputable and structured business environment.
• Expert proficiency with Microsoft Office and desktop publishing software; ability to design and edit graphic presentations and materials.
• Technical proficiency and problem-solving skills related to: IT infrastructure; IT support and troubleshooting; and cloud-based environments (web-based applications).
• Intermediate experience with financial tools and analysis.

Knowledge and Skills Required:

• Have a proactive disposition towards duties and be able to work effectively with minimal supervision.
• Ability to listen, negotiate and influence all categories of people and act calmly and reasonably even under pressure.
• Should have a knowledge of business analysis, strategy development and execution.
• Strong verbal and written communication skills.
• Exceptional organizational and administrative skills with impeccable attention to detail.
• High degree of professionalism in dealing with diverse groups of people.
• May have negotiation and contract management (Legal) knowledge.
• Ability to complete a high volume of tasks and projects with little or no guidance.
• Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.
• Able to maintain a high level of integrity and discretion in handling confidential information.
• Be a strong team player and fast learner.
• Carries out responsibilities with professionalism, respect for others, in accordance with the organization’s policies and applicable laws.

Application Closing Date
30th June, 2021.

Method of Application
Interested and qualified candidates should send their CV and Cover letter to: [email protected] using the Job Title as the subject of the email.