Executive Secretary Job Vacancy in an Offshore Logistics Company

Busy Minds Consult – Our client, a leading Offshore Logistics company with an exponential growth plan is seeking the services of an experienced professional to fill the position below:

Job Title: Executive Secretary

Location: Lagos

Requirements
Education and Qualifications:

  • Bachelor’s/HND
  • NYSC certificate/Exemption letter
  • Institute of Chartered Secretaries and Administrators of Nigerian (ICSAN) Certification will be an added advantage.

Experience:

  • Minimum of 5 years’ experience in secretarial and administrative support for executives preferably as a Personal Assistant.
  • Intermediate knowledge of Microsoft Office especially Microsoft Word and Excel.

Knowledge Skills and Abilities:

  • Proficient in the use of English Language.
  • Proficient in the use of standard computer software packages (e.g. Microsoft Office) and to learn bespoke packages if required.
  • Good interpersonal and communication skill.
  • Highly organised.
  • Ability to work in a diverse team.
  • Ability to work under pressure to agreed deadlines and adapt to change.
  • Ability to produce minutes of meeting and draft/edit written documents and correspondences independently.
  • Ability to retrieve information from relevant sources through research.
  • Ability to handle confidential and sensitive materials.
  • The ability to be proactive and use your initiative: to see what needs doing and to do it.
  • Ability to ensure that the highest standards of quality and customer care are achieved.
  • Ability to form successful relationships, working with all levels of the organization.
  • Ability to work flexibly and under own initiative to achieve objectives.
  • The resilience to deal with periods of work pressure and diplomacy to deal with difficult employees, customers, contractors and others in the course of their duties.
  • Reliable, with the ability to maintain high levels of service.
  • Motivated with the ability to effectively work on own initiative.
  • Physical fitness and mental agility to successful function for an extended period if required.

Responsibilities

  • Read and analyze incoming memos, submissions, and reports in order to determine their significance and plan their distribution.
  • Open, sort, and distribute incoming correspondence, including faxes and email.
  • File and retrieve corporate documents, records, and reports.
  • Receive and determine access for visitors.
  • Prepare responses to correspondence containing routine inquiries.
  • Perform general office duties such as ordering supplies, maintaining records management systems, and performing basic office tasks.
  • Prepare agenda and plan for committee, management, board, and other meetings.
  • Make travel arrangements and schedules for executives.
  • Alert executives about cancellations or new meetings.
  • Conduct research, compile data, and prepare papers for consideration and presentation by executives, committees and boards of directors.
  • Attend meetings in order to record minutes.
  • Compile, transcribe, and distribute minutes of meetings.
  • Follow up on action points from meetings on behalf of executives.
  • Coordinate and direct office services, such as records and budget preparation, protocol, personnel, and housekeeping, in order to aid executives.
  • Prepare confidential and sensitive documents.
  • Meet with individuals, special interest groups and others on behalf of executives.
  • Manage and maintain executives’ calendar and schedules.
  • Prepare invoices, reports, memos, letters, financial statements and other documents, using word processing, spreadsheet, database, and/or presentation software.
  • Supervise and train other administration staff.
  • Review operating practices and procedures in order to determine whether improvements can be made in areas such as workflow, reporting procedures, or expenditures.
  • Interpret administrative and operating policies and procedures for employees.
  • Working with department guidelines and standard procedure.
  • Operate and maintain an effective filing system for the department.
  • Record and monitor all costs and expenses for the executives.
  • Process invoices and produce reports for all the budgets and liaising closely with the Finance department.
  • Manage and maintain stationary supplies.
  • Follow through any changes to the disaster recovery plan.

Proposed Salary
N150,000/month.

Deadline: 30th September, 2019.

How to Apply
Interested and qualified candidates should send their detailed CV to: docubank@yahoo.com clearly indicating the “Job Title” as subject of your mail.

Note: The dates of each of your work experience should include the start month and year and stop month and year. E.g. July 2013 – May 2018.


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