Executive Assistant to the MD at Divine Multi-Ventures Nigeria Limited

Divine Multi-Ventures Nigeria Limited (DMV) is a Facility Management, Manpower, Engineering and Power Service Company with Registration Number RC. 396554. DMV Nigeria Limited is a Support company with expertise in Management of Facilities, Operation and Maintenance of Diesel and Gas Powered Generating Sets and Installation of Mechanical and Electrical Distribution Components, Commissioning, Decommissioning, Manning (Provision of Technical Manpower Support), Installation, Repair and Maintenance of industrial Diesel and Gas Generators / Plants (Ranging from 20kva to Megawatt of Power).

We are recruiting to fill the position below:

Job Title: Executive Assistant to the MD

Location: Ajah, Lagos
Employment Type: Full-time

Job Description

• Scheduling meetings and appointments, preparing weekly itineraries, maintaining organized diaries, preparing of relevant briefs, reports and addresses.
• Participate in Governance related engagements
• Arranging for CEO’s traveling.
• Devising and maintaining office systems and processes, including data management, filing and retrieval system for the Executive.
• Works closely and effectively, by keeping the CEO well informed of upcoming commitments and responsibilities, and following up appropriately.
• Prioritizes conflicting needs; handles matter expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
• Attending to all incoming and outgoing correspondences/mails
• Screening and handling telephone calls, enquiries, requests for visitations as appropriate
• Taking minutes and proceedings of important meetings where required.
• Drafting contract, Service Level Agreements (SLA) etc. for the company.
• Producing documents, briefing papers, reports, speeches and presentations
• Devising and maintaining office systems and processes, including data management, filing and retrieval system etc.
• Organising meetings and ensuring the CEO is well-prepared for meetings
• Monitor changes in relevant legislation and the regulatory environment and take appropriate actions
• Organize travel itinerary
• Provides a bridge for smooth communication between the CEO's office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
• Enjoys utilizing relevant skills to manage business-related tasks
• Scheduling virtual and non-virtual meetings
• Manage Stakeholders relationships under direction from and on behalf of the Board
• Completes a broad variety of administrative tasks for the CEO
• Managing an extremely active calendar of appointments
• Drafting and preparing confidential correspondence
• Arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
• Plans, coordinates and ensures the CEO's schedule is followed and respected.
• Attend Board and other meetings and prepare Board minutes and formal resolutions
• Ensure clients are attended to in a professional manner

Person Specification
Qualification / Education:

• Minimum of Bachelor's Degree in a relevant discipline
• Master’s Degree is an added advantage.

Work Experience:

• Minimum of 5 years cognate experience in Executive assistant
• Customer service Experience.

Skills & Knowledge:

• Proficiency in Microsoft Office (Outlook, Word, Excel, and PowerPoint)
• Experience as an Executive Assistant is highly important
• Ability to manage deadlines and prioritize work
• Excellent interpersonal skill and organizational skills
• Attention to detail
• Excellent communication skills
• Young and Tech savvy
• Good analytical, critical reasoning and strategic thinking capabilities skills
• Multi-tasking skills to be able to meet deliver multiple deadlines in good time
• Coordination and scheduling skills
• Ability to work under pressure
• High level of discretion and Emotional Intelligence
• Time management skills to meet deadlines and deliver on assignments
• Administration experience
• Very vibrant and courteous.
• The ability to exercise good judgment in a variety of situations
• The ability to handle a wide variety of activities and confidential matters with discretion.
• Strong written and verbal communication
• Must possess strong presentation skills.
• Resolve product or service problems by clarifying the customer's complaint; determining the cause of the problem; selecting and explaining the best solution to solve the problem; expediting correction or adjustment; following up with client and inhouse team to ensure resolution
• Recommend potential products or services to management by collecting customer information and analysing customer needs based on feedback collated
• Prepare product or service reports by collecting and analysing customer information.

Application Closing Date
30th September, 2023.