Executive Assistant at a Manufacturing and Distribution Company - Smart Partners Consulting Limited

Smart Partners Consulting Limited - Our client is a Manufacturing and Distribution Company, specializing in haulage, oil and gas, logistics, building materials and supply chain management. Their operations is driven by a commitment to excellence, and efficiency in delivering top-notch services to their clients and customers.

They are recruiting to fill the position below:

Job Title: Executive Assistant

Location: Ado-Ekiti, Ekiti
Employment Type: Full-time
Job type: On-site
Reporting line: Managing Director

Job Overview

• We are seeking for a highly organized, proactive, and resourceful Executive Assistant to support the Managing Director in achieving strategic objectives.

Job Summary

• The Executive Assistant will play a critical role in ensuring the Managing Director's efficiency by managing administrative tasks, facilitating communication, and serving as a trusted partner in decision-making processes.
• The Executive Assistant to the MD will provide comprehensive administrative support, including bookkeeping, customer relations, and office management.
• This individual must be highly skilled in drafting and reviewing emails, proposals, presentations, and communication.
• If necessary, this individual will act as a liaison between the Managing Director and internal/external stakeholders and will be instrumental in maintaining the smooth flow of operations.

Responsibilites
Administrative Support:

• Manage the Managing Director’s calendar, schedule meetings, and organize appointments.
• Coordinate and prepare materials for meetings, presentations, and reports.
• Handle confidential and sensitive information with discretion.

Communication Management:

• Serve as the primary point of contact for internal and external communications on behalf of the Managing Director.
• Draft, review, and edit correspondence, emails, and documents.
• Liaise with key stakeholders, clients, and partners to ensure seamless communication and collaboration.

Operational Coordination:

• Monitor and follow up on strategic projects and initiatives to ensure timely completion.
• Assist in the preparation and review of business plans, contracts, and proposals.
• Collaborate with departmental heads to align activities with company goals.

Event and Travel Coordination:

• Organize and coordinate domestic and international travel arrangements.
• Plan and execute company events, meetings, and other engagements.

General Office Management:

• Maintain organized records and filing systems for easy access.
• Oversee procurement and logistics of office supplies as needed.
• Support in creating a productive and professional working environment.

Other Responsibilities:

• Provide administrative support to the CEO in the development, coordination, and implementation of strategic and operational matters.
• Manage correspondences which include writing letters and memos, compiling data and reports, editing and proof reading and other communication as directed by the MD.
• Manage the CEO's calendar, including scheduling meetings, appointments, and travel arrangements.
• Coordinate and attend meetings, events chaired by the MD to ensure that the technical aspects are covered, and minutes prepared for closure and subsequent follow up.
• Monitor project activities vis-à-vis defined timelines in project plan and promptly escalate identified delays in critical milestones to relevant stakeholders
• Prepare and submit periodic reports/activity for the MDs on day-to-day activities within the office to evaluate the performance of the office
• Conduct research, compile reports, and assist in strategic projects as required by the MD.
• Organize and maintain filing systems, both physical and digital, ensuring easy access to information.

Education, Qualifications and Experience

• Bachelor’s Degree in Business Administration, Management, or related field.
• 3-5 years of experience in a similar role, preferably within the logistics, oil and gas, or supply chain industry.

Preferred Attributes:

• Experience in supporting C-suite executives.
• Familiarity with the haulage, oil and gas, and logistics industries.
• A proactive mindset with the ability to anticipate the needs of the Managing Director.

Skills and Competencies:

• Strong experience writing proposals, and drafting and reviewing professional emails, presentations, and reports.
• Proficiency in bookkeeping and financial reporting.
• Previous experience in HR, office management, and customer service roles.
• Good knowledge in Microsoft Office Suite (Word, Excel, PowerPoint) and social media management tools
• Must be highly discrete and confidential.
• Ability to handle multiple tasks and meet deadlines.
• Experience in schedule management and researching
• Exceptional organizational and multitasking skills with attention to detail.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and other productivity tools.
• Strong problem-solving and decision-making capabilities.
• Ability to work under pressure, prioritize tasks, and meet deadlines.
• High level of professionalism, confidentiality, and emotional intelligence.

Application Closing Date
Not Specified.