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Executive Assistant to CEO

Lagos, NG · FT

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What we’re looking for


The EA to the CEO keeps track of the CEO's calendar, which is likely to be a full one. This involves more than penciling people into empty spaces. You will serve as gatekeeper to all those who request a one-on-one because there will be far more requests than the calendar will hold. They also remind the CEO of events on the calendar and take the initiative to make sure she is prepared with the right documents and information, perhaps preparing a PowerPoint presentation or something else for her meeting.

An EA corresponds directly with others who are critical to the company's success, including other company executives and the board of directors, who will all come to know the EA can be trusted to follow through. You will handle confidential and sensitive materials, as well as those that require analyzing before composing detailed responses. The EA role is an interesting and even exciting one, as you are counted on to conduct research, analyze findings and report on them to others. At times, you may attend meetings alongside the CEO or even attend in her place. No one is alarmed by this because clients and partners are fully aware of the EA's level of competence.

An EA is expected to act proactively and without much supervision, anticipate needs and follow through. Neither tight nor long-term deadlines can shake them because they have two middle names: Organization and Prioritization.

Job Description

You must be proficient in administrative support to the CEO in all areas - executive and sometimes personal. You must be efficient in diary management, travel planning, meeting coordination and task prioritization. You will be responsible for reviewing requests and correspondences to the CEO's office before her approval. You must be a confidante liaison and even undertake executive stand-in.

This role reports directly to the CEO.

Responsibilities

  1. Provide proactive and robust administrative support and assistance to the CEO
  2. Plan and organize CEO’s time towards ensuring seamless workload, excellent management of schedules and task prioritization.
  3. Review requests and correspondences to the CEO's office before presenting the same for approval.
  4. Liaising with members of staff, partners, and clients on issues requiring the CEO’s attention.
  5. Client Relationship Management.
  6. Information Management: maintains a robust cataloguing and documentation system thereby ensuring confidentiality, adequate safeguard and ease of retrieval.
  7. Act as protocol officer to the CEO by organizing and overseeing the logistics of travel, visas, flight reservations/bookings (e-ticket), hotel reservations, maintaining itineraries, and occasionally travel with the CEO to provide general assistance at meetings and presentations as occasions demand.
  8. Explore office information technology systems to ensure seamless workflow.
  9. Organizing and arranging meetings, taking care of cancellations and preparing papers/reports for meetings.
  10. Taking note/reminders and action plans that concern the CEO during Sprints/Strategy sessions and bringing such up for actions.
  11. Timely procurement and maintenance of CEO’s office supplies.
  12. Supervision of support staff attached to the CEO’s office.
  13. Handling of other assignments as assigned by the CEO.

Skills and Qualifications

  1. Minimum of 3years experience in a similar role.
  2. Integrity, strength of character and highly confidential.
  3. Strong attention to detail.
  4. Passion for excellence and a constant desire to learn.
  5. Emotional Intelligence, highly organized and unflappable under pressure.
  6. Leadership, people management and problem solving skills.
  7. Effective Communication: People, Verbal and Written skills.
  8. High sense of discretion, proactiveness, responsibility, accountability and dependability.
  9. Good networking skills cum excellent interpersonal relations, go-getter team spirit.
  10. Proficiency in all Google, Microsoft applications, and modern communication and collaboration tools.

Education

Whilst it would be great for you to have a Bachelor's/Master’s degree in Arts or any Social Sciences discipline from an accredited university, we place a higher value on significant work experience in the workforce to compensate where there is no qualification.