Job Title: Personal and Confidential Secretary
Employer: Oil and Gas Company
Recruiter: Hamilton Lloyd and Associates
Department/Unit: Office of the Executive Vice Chairman
Location: Lagos, Nigeria
Reports to: Executive Vice Chairman
Direct reports from: Front desk officer, Drivers, Mail dispatch officer.
Internal relationships: All employees
External relationships: Visitors, Clients and Contractors.
Role Summary: Provide a full range of secretarial and administrative dutiesand confidential personal assistance to the Executive Vice Chairman
Responsibilities:
• Managing and maintaining the Executive Vice Chairman's (EVC) diary and arranging meetings.
• Liaising with the protocol officer for EVC's hotels and travels arrangements.
• Maintains strict confidentiality and interacts with all levels of management, staff and business associates on behalf of the EVC
• Arranges meeting appointments and coordinates business Company events and social functions for the office of the EVC
• Maintains accurate filing systems for smooth retrieval of data for the EVC
• Commissioning, preparing, quality assuring and drafting briefing material and presentations for the EVC in advance of meetings.
• Managing, keeping and maintaining an accurate record of papers and electronic correspondence on behalf of the Chairman
• Drafting general replies to paper and electronic mails on behalf of the EVC
• Taking minutes at meetings and proactively ensuring actions points are delivered on time
• Completing research for the Chairman
• Producing documents within agreed deadlines
• Acting as the contact point for all visitors to EVC's office
• Answer, screen and transfer inbound phone calls for the EVC
• Organize, plan and perform any other tasks as and when required.
Key Skills and competencies:
• Seamless ability to maintain strict confidentiality on information
• Good analytic decision making and problem solving.
• Effective communication skills.
• Good knowledge in behavioral etiquette.
• Proficiency in the use of MS Office suite and SAP software
• Interpersonal and people management skills.
• Good time management and organizational skills.
• Excellent record keeping abilities.
• Ability to interact with employees at all levels
• Ability to get a job done under pressure and within tight timelines
Candidates Requirements:
Education: – Bachelor's degree in any of the Social Sciences or Arts. – Relevant professional qualification will be an added advantage e.g. Certified Secretarial Professional
Experience: 5 years working experience in a relevant Secretarial role.
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