PersonalExecutive Assistant (Lekki)
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Job Location:
Monthly Salary:
Experience Required:
Posted on:
30+ days ago
Vacancies:
1 Vacancy
Job Summary
Our client is a reputable legal firm delivering outstanding legal services to a broad range of companies private clients and governments. They are currently looking to hire a Personal Assistant to provide dedicated support to a Partner; ensuring all secretarial and administrative tasks are handled efficiently and effectively.
Responsibilities:
Secretarial & Administrative Functions:
- Diary management: Managing the Partners electronic diary handling the daily activities of the Partner. This includes handling phone calls meetings and appointments.
- Coordinating and scheduling daily agenda and to-do list as well as weekly and monthly calendar appointments.
- Organising and sometimes attending meetings taking minutes/notes and ensuring the Partner is well-prepared for meetings by organising meeting notes prior to such meetings.
- Taking dictation on various matters from Partner.
- Deputising for Partner making decisions and delegating work to others in Partners absence.
- Representing Partner at events if necessary.
- Organising team building events as required.
- Organising and maintaining all personal and professional files ensuring that a comprehensive filing system is in place.
- Filing managing databases and handling correspondence.
- Drafting letters and emails for the Partners final approval; Keeping the Partner updated about the recent updates like emails letters and information of similar nature.
- Attending to and monitoring urgent enquiries and issues ensuring that they are brought to Partners direct attention and where necessary referring matters to the appropriate manager for action.
- Organising and expediting flow of work initiating follow up action where appropriate.
- Sourcing and ordering stationery office equipment and provisions for the Partner.
- Proper management and arrangement of the Partners Library.
- Organising maintaining and managing the Partners office systems.
- Managing all incoming and outgoing correspondence i.e. sort and read mail draft responses maintain network database receive and send overnight packages.
- Meeting and greeting Partners visitors at all levels.
- Maintaining confidentiality recording and filing system for partners office.
- Managing Partners childrens academic and social activities/schedules in Nigeria and overseas.
- Liaising with other members of staff vendors and clients.
- Administering established guidelines for prioritizing work activities evaluating effectiveness and modifying activities as necessary.
- Reviewing statements invoices receipts and charges for the Partner.
- Under Partners supervision manage all household accounts payable and receivable creating and managing monthly domestic expense reports and domestic staff salaries and when required managing external contractors schedules and expenses.
- When necessary lead on and carry out background research present findings and recommendations and produce documents briefing papers and reports.
Other Functions:
- Attending meetings participating in committees and reporting to the Partner as needed/required.
- Coordinating and scheduling all local and overseas business and family vacation travel arrangements for Partner and occasionally accommodation.
- Ordering and arranging payment of a variety of goods and services required by the Partner.
- Handling some personal work for the Partner including booking appointments for members of the Partners family.
- Handling and supervising other projects the Partner are involved in.
- Performing other related duties and responsibilities as directed.
- All other duties assigned from time to time.
Person Specification:
- Bachelor of Science or Arts (. or BA) minimum
- Minimum of three (3) years proven administrative experience.
- Ability to interact with top-level contacts with respect to highly sensitive and confidential information necessitating use of discretion and diplomacy.
- Ability to exercise discretion and judgment on key issues while assisting the Partner.
- Must be numerate and literate.
- Ability and willingness to work long hours.
- Ability to work weekends where required to.
- Ability to work with minimal/no supervision.
- Ability to multitask with minimal or no errors.
- Ability to be a proactive thinker and an excellent problem solver.
- Flexibility and adaptability.
- Ability to manage multiple and rapidly changing priorities to meet the needs and expectations of the Partner.
- Ability to anticipate the Partners needs and collect or prepare information for review.
- Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
Knowledge Needs:
- Office administrative and management practices and procedures.
- Principles and practices of sound business communication.
- Correct English usage including spelling grammar and punctuation.
- Rules and regulations for the conduct of public meetings.
- Standard word processing spreadsheet graphics and other software packages.
- Budgeting record keeping filing and purchasing practices and procedures.
- MSOffice (Outlook Word Excel and PowerPoint) Teams Adobe Acrobat and SharePoint.
Note: Only shortlisted candidates will be contacted.
Company Industry
IT Services and IT Consulting
Key Skills
- Senior Care
- Time Management
- Google Docs
- Hoyer Lift
- QuickBooks
- Infection Control Training
- Caregiving
- Office Experience
- Personal Assistant Experience
- Home Care
- Alzheimers Care
- Administrative Experience
