Personal Secretary to the Managing Director (MD) at the Edo State Transport Authority (ESTA)

The Edo State Transport Authority (ESTA) has been established by the Edo State Government as the sole Transport Authority with the responsibility to plan, implement, regulate and coordinate all transport and traffic activities in Edo State including transport modes (Bus, Rail, Air, Non-Motorized Transport Maritime), Policies and Transport Master Plan (TMP), Traffic Impact Assessment (TIA), Operation & Maintenance among other responsibilities highlighted in ESTA Law.

We are recruiting to fill the position below:

Job Title: Personal Secretary to the Managing Director (MD)

Location: Edo

Job Role

• Provide full executive and administrative support to the MD and manage his office environment.
• Manage, coordinate and maintain the calendar of the MD, including appointments, meetings and travel.
• Responsible for organising internal and external meetings on behalf of the MD, ensuring all necessary
• Provide full executive and administrative support to the MD and manage his office environment.
• Manage, coordinate and maintain the calendar of the MD, including appointments, meetings and travel.
• Responsible for organising internal and external meetings on behalf of the MD, ensuring all necessary requirements are made available e.g. meeting venue, equipment, presentations, agendas etc.
• Responsible for organising the MD's travel and logistics, including flights, visa requirements, hotel accommodation, car rental, meeting schedules while travelling. completing expense reports etc.
• Monitor and respond to incoming communications (including complaints) to MD's office which could be via phone calls, emails and walk-ins etc.
• Secretarial support for meetings as and when required by the MD, including drafting and circulating meeting agendas, preparing minutes, communicating meeting reminders, confirming venues and arranging refreshments.
• Responsible for managing MD's domestic personnel as well as daily schedule in line with MD's daily requirements.
• Arrange office and senior leadership events. Manage MD's budget lines including office expenses, supplies, stationery and entertainment.
• Responsible for management of MD's office petty cash.
• Carry out any other duties as assigned by the MD.

Education and Experience

• Bachelor's Degree in any discipline.
• Minimum of 10 years' experience as an Executive Assistant, Personal Assistant or similar role Strong operational and administrative management capabilities.
• Strong operational and administrative management capabilities.
• Familiarity with productive tools including Microsoft Office suite, office gadgets and applications (e.g. e-calendars and copy machines).
• Ability to maintain confidentiality of personal information.
• Strong project and time management capabilities with keen attention to details.
• Ability to work independently on projects from conception to completion
• Good communication and interpersonal skills.
• Ability to work under pressure at times and to multitask.
• High level integrity and dependability with a strong sense of urgency and result orientation.
• Ability to exercise good judgment and to maintain a realistic balance among multiple priorities.
• Excellent report writing.

Application Closing Date
13th December, 2022.