[Vacancy]: Office Manager/Executive Assistant to the CEO Needed at Ikeja Electricity Distribution Company
Job Description
- Job Type: Full Time
- Qualification: BA/BSc/HND
- Experience: 5 years
- Location: Lagos
- City: Ikeja
- Job Field: Administration / Secretarial
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.
