Executive Assistant

  • KPMG
  • Feb 14, 2019
Full time Administration & Office Support

Job Description

  • Coordination and making arrangements for official travels/trips, including bookings, obtaining of visas, itineraries and residence / work permits for expatriates (if required), etc.
  • Provision of full range of secretarial duties, including screening/receiving/coordinating visitors, screening/handling phone calls, typing documents, proofreading, copying, transcribing dictation, keeping confidential records, handling mails/correspondences/faxes
  • Provision of facilities management support and coordination of all maintenance, servicing and repairs pertaining to office equipment
  • Preparation, planning, organization and management of weekly schedules, and application of Standard Operating Procedures
  • Administration and coordination of training programmes when necessary
  • Planning, scheduling and coordination of informal events such as cards / gifts for birthdays and other celebrations
  • Overseeing allocation of staff lockers and general pool management
  • Maintenance of an accurate filing system and document control
  • Maintenance of data privacy and confidentiality of necessary administrative affairs
  • Managing special projects / activities / tasks
  • Advanced, diversified administrative duties e.g. preparing weekly & monthly reports, preparation / distribution of minutes of meeting, composing correspondence/memos/documentation, updating manuals, maintaining logs
  • Generation/gathering of data/information from various sources (e.g. reports, logs, files, etc.).  Reviews invoices and other data for inaccuracies and inconsistencies
  • Scheduling and making arrangements for meetings, appointments, conferences, and assembling necessary requirements and resources.  Managing Outlook calendars as well
  • Provision of support to management in attending to requests or enquiries
  • Managing time reporting, expense reporting, procurement, reconciliation and retirements
  • Authoring or creating documents, spreadsheets and presentations
  • Resolving both routine and complex administrative problems
  • Taking initiative in programme/project planning, development, and execution of agreed work plans within established time frames
  • Training and providing effective coaching, feedback and motivation to entry-level staff in the division/unit
  • Coordinating with other staff/team members regarding general business/office activities to ensure proper understanding of agreed goals/firm objectives
  • Clear communication and active seeking of ideas/suggestions for process improvement
  • Liaison with vendors, third-party agents and regulatory authorities while ensuring adherence to Service Level Agreements and compliance with regulatory requirements

Job Requirement(s)

  • A good first degree or its equivalent in any discipline from a reputable institution
  • Possession of a Certificate in Secretarial Studies or a similar certification will be an advantage
  • A minimum of three (3) years’ relevant post-NYSC experience, preferably in a similar position in a multinational
  • Demonstrable competencies in corporate services
  • High ethical standards and proven integrity
  • Excellent persuasive and negotiation skills
  • Good research and documentation skills
  • Strong analytical and problem-solving skills
  • Extensive knowledge of modern office administrative practices and equipment usage
  • Articulate, with excellent written and verbal communication skills
  • Proven ability to multitask or deliver on multiple tasks within tight timelines
  • Strong planning and organizing skills
  • Ability to work independently (without supervision)
  • Excellent computer skills and adequate knowledge of a variety of software programs
  • Sound judgement, discretional ability and good decision-making skills
  • Well-dressed, presentable and professional outlook
  • Broad and comprehensive knowledge of administrative policies, procedures and processes
  • Deep knowledge and good understanding of underlying operational issues
  • Team-oriented individual with good relationship skills
  • Working knowledge of the Microsoft Office suite, including but not limited to Word, Excel, PowerPoint, Outlook, etc.

Experience

  • A minimum of three (3) years’ relevant post-NYSC experience, preferably in a similar position in a multinational.

Qualification(s)

BA/BSc/HND

Salary

Negotiable