About the job

The Office Manager / Executive Assistant role is responsible for keeping an office running smoothly and overseeing administrative support; also enabling and enhancing the effectiveness of the CEO.

ROLE ACCOUNTABILITIES

OFFICE MANAGEMENT

• Travel Management – Prepare and collate visits/travel schedules – Flight and Hotel bookings, reports of visits, processing expense claims; etcetera.
• Read, research, and route correspondence – Drafting letters and documents; collecting and analyzing information; initiating telecommunications.
• Plan and schedule executive meetings, conferences, and teleconferences.
• Create a recording system of incoming and outgoing mail; ensure e-archiving and e-filing of documents for easy retrieval when the need arises.
• Manage documents (incoming and outgoing, filing of letters); while ensuring follow-up on documents submitted for signature or approval.
• Manage office supplies inventory and place orders as necessary.
• Organize meetings; receive, draft, type, and make follow-up.
• Receive all correspondence and record them properly in the book of entry, and ensure the correspondences are distributed.

EXECUTIVE ASSISTANT

• Prepare presentations and reports; periodically analyze data and other information.
• Provide qualitative administrative and business analytics support by ensuring effective agenda management.
• Analyze business trends and provide executive dashboards to the CEO. Generate reports on Business performance, Market Presentation, and Business outlook; minutes-taking and following up on action plans arising from Leadership and Business meetings.
• Drive and lead projects and improvement initiatives for the benefit of the Business.
• Produce information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting texts, data, and graphics.
• Act as a delegate by attending meetings in the Executives’ absence, making presentations, etcetera.
• Ensure customer confidence and protect business operations by maintaining confidentiality Coordinate with the Head of Department and Heads of Units for reporting activities and general administrative affairs.
• Prepare and manage communication, materials, and all documentation required for board meetings; assist in scheduling board meetings and ensure all documentations are sent to parties ahead of the meetings.

Minimum Requirements

• First degree (B.SC or H.N.D.) in Business Administration, Social Sciences, or any relevant field.
• Minimum of 5 years proven experience working with / reporting to C Suite Level Executives/
• in office administration, providing reporting; and driving actionable business change via analysis, reporting, and recommendations.

Skills & Competencies

• Business Acumen/Knowledge
• Office Administration
• Time Management
• Documentation Management
• Event Management
• Business Analysis
• Project Management
• Financial Acumen
• Communication and Interpersonal Relations
• Problem Solving and Decision Making
• Managing Resources
• Reliability and Adaptability
• Confidentiality
• Analytical / Report writing.

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