Executive Assistant Job at ICS Outsourcing Limited


ICS Outsourcing Limited - Our client is currently seeking to employ suitably qualified candidate to fill the position below:

Job Position: Executive Assistant
Job Location:
 Lagos

Job Descriptions

  • The job purpose is to provide comprehensive and proactive support to the Head of Function on a wide range of complex administrative activities whilst prioritizing and taking personal responsibility for all activities undertaken in order to enhance effectiveness.
  • This role will also be responsible for different day-to-day function duties.

Essential Responsibilities

  • Manage the work schedule (calendars, visits and work plans) for the Functional Head to ensure optimal use of time and resources.
  • Develop and implement reports, memos and other analysis and communication materials for internal and external use using the Microsoft office suite (Word, Excel & PowerPoint).
  • Co-ordinate meetings and engagements for the Functional Leadership Team Provide an effective and efficient administrative service to a high level of competency.
  • Perform routine transactions such as cash advance, expense statements and retirements as required.
  • Using electronic calendars, the jobholder will be responsible for the maintenance of diaries, reviewing and responding to electronic mail for the Functional Head as required.
  • Create Purchase orders for the function and following through to ensure vendor payments are made.
  • Expense claims and retirements for Function head and Leadership team.
  • Execute other specific duties that may be assigned from time to time to achieve efficient administration.
  • Ensure daily POs are done.
  • Supports operations team in closing overdue/open orders.

Protocol/Events Co-ordination:

  • Responsible for organizing extensive global travel arrangements for the Functional heads and other Regional visitors- transportation, hotels, letters of Invitation and visas in place.
  • Provide support to the Function in coordinating/Organizing conferences (local and global), trainings, workshops and team-build events with professionalism.
  • General Administration / Organizing Administrative Tasks: Flight bookings and accommodation bookings for external and internal stakeholders.

Records Management:

  • Ensure Files (electronic and hard copies) and Information management systems are aligned with Records Management guidelines
  • Ensuring that records are kept in line with BAT Records Management guidelines.

Knowledge, Skills and Experience

  • 5 years of work experience in a similar role in a leading corporate organization would be an added advantage.
  • B.Sc/BA in any field.
  • Solid secretarial and administrative skills, including excellent verbal and written communication.
  • Applicants must possess very good working knowledge of Word, Excel, and PowerPoint.
  • The job also demands a person with excellent interpersonal & communication skills and a flair for preparing complex reports and paperwork in English and French.
  • Good command of software packages, ability to work with new packages and undertake basic database administration.

How to Apply
Interested and qualified candidates should send their Applications to: holugbue@icsoutsourcing.com with the "Job title" applied for as the subject of the mail.