Assist the Chief Executive Officer in the daily business activities by performing all types of secretarial activities and coordinating office business.
Support in administrative activities, Archive and management of files as well as coordinate correspondences to and from the CEO’s office.
Ensure adequate management of all official records, appointments and schedules for the CEO.
Responsibilities
Locates and appends appropriate files and other records of correspondence to take action by the Chief Executive Officer
Receives and refers calls to the Executive’s attention as appropriate as well as handles all other calls
Composes and types routine correspondences
Attends to incoming and outgoing mails and files accordingly
Attends to visitors to the departmental director
Ensures appropriate management of both electronic and paper filing systems
Maintains the Executive’s calendar, ensures notification of any changes
Sets up meetings as instructed or as required, notifying all parties
Takes notes as directed and produce notes accordingly
Transcribes, proofreads and edits correspondence composed by the Executive
Provides adequate support to Chief Executive Officer in clerical and routine administrative work
Composes routine correspondence and memos as per the Chief Executive Officer’s request
Uses electronic diary systems to plan activities (schedule/coordinate appointments, book rooms and notify attendees)
Employs the use of logic to identify key facts, explore alternatives, and propose quality solutions to resolve issues encountered
Provides assistance to departments/units with administrative activities as and when required
Establishes appropriate file registration and recording system for incoming/outgoing memos, letters and other forms of correspondence
Maintains Executive's appointment schedule by planning and scheduling meetings, conferences, leave days and travel
Qualifications
A Bachelor's Degree in Social / Management Sciences or any related discipline
A Master’s or post graduate Degree in a Management related field is an added advantage
Membership of any recognized body such as Nigerian Institute of Management, The Institute of Chartered Secretaries and Administrator of Nigeria (ICSAN) or any other related certifications is an advantage
8 years of cognate experience in similar role in a related industry
Skills and experience:
Excellent time and meetings management
Demonstrates expertise in Secretarial services, office management and business correspondence
Expertise in technical writing and customer service
Demonstrates expertise in advanced typing
Excellent Organizational, Administration and Coordination skills
Understanding and knowledge of general administration skills
Knowledge of customer service principles and management
Knowledge of proofreading
Understanding of people and conflict management
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