Executive Assistant at Virtual PALyn

Virtual PALyn, a Business and Consulting company, is recruiting suitable candidates to fill the position below:

Job Title: Executive Assistant

Location: Lagos
Employment Type: Full-time

Key Result Area Responsibilities
Perform Executive Assistant and Office Administrator Functions:

• Manage the CEO’s diary and schedule appointments with clients, internal departments, external stakeholders, other organizations, and teams within the SmartChain group.
• Manage the day-to-day activities of the CEO’s office, make necessary arrangements and representations where CEO is not available.
• Follow up to ensure scheduled meetings take place and prioritise meetings to ensure there are no double bookings
• Prepare, handle, and manage presentations for required meetings of the CEO. Also take minutes and circulate them as appropriate.
• Engage in Marketing, Procurement and Sales activities as directed by the CEO or as required by the CEO’s business interests.
• Liaise with other Leaders to ensure timely response to client, partner, or investor queries.
• Leverage LinkedIn and other social media to engage prospective partners and clients.
• Provide support to the CEO in respect of official matters and provide necessary assistance on personal or related matters.
• Where required/instructed, check the CEO’s emails to ensure information is communicated timeously
• Write memos for domestic travelling and all other travelling arrangements for the CEO.
• Co-ordinate and expedite follow-up work as may be required i.e., record and circulate tasks to the Managers and conduct follow-ups in collaboration with other leaders as required.
• 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.
• Communicates directly, and on behalf of the CEO with members of the management team, and vendors.
• Researches, prioritizes, and follow up on incoming issues and concerns addressed to the CEO, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
• Provides a bridge for smooth communication between the CEO’s office and internal departments and external parties, vendors, and partners; demonstrating leadership to maintain credibility, trust, and support.
• Works closely and effectively with the CEO to keep him 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 CEO updated.
• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledging letters, personal correspondence, and other tasks that facilitate the CEO’s ability to effectively lead the company.
• Prioritizes conflicting needs; handles matter expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
• Plan & schedule itinerary, meetings, and appointments- both physical and Virtual.
• Ensure proper collaboration and delegation of duties across other business interests of the CEO.

Financial Leadership:

• Coordinate and manage CEO’s personal and business budgets with detailed expense management and reporting.

Stakeholder Relationship Management:

• Manage relationships within the secretarial cadres and relevant levels with other government departments, other agencies.

Good Corporate Governance & Compliance:

• Ensure privacy and confidentiality in the office of CEO
• Write memos for procurement as prescribed
• Monitor progress against their personal development plans and produce a report quarterly

Organizational Effectiveness:

• Review documents to be submitted to the CEO for signature and make necessary recommendations on any amendments to be made to the relevant person
• Ensure all documentation is presented in the correct format for submission to the CEO
• Advise the managers on timely and correct submissions of documents
• Prepare reports, letters, and presentations in the appropriate format
• Conduct desktop research when required on certain issues that CEO needs
• File documentation in accordance with compliance policy for ease of retrieval (both electronic and manual)
• Coordinate travel arrangements in terms of flight bookings, airport transportation, personal accommodation, and general welfare
• Coordinate logistics for staff meetings
• Must be present in person when required or as needed by the CEO or when ever the CEO is in town.

Requirements

• Candidates should possess a Bachelor's Degree / HND qualification with 3 - 5 years work experience.

Salary
N70,000 - N100,000 / month.

Application Closing Date
28th March, 2022.