Executive Assistant Job at Michael Stevens Consulting

Michael Steven Consulting - Our client is a manufacturing and distribution company specializing in haulage, oil and gas, logistics, building materials, and supply chain management. Their operations are driven by a commitment to excellence and efficiency in delivering top-notch services to their clients and customers.

They are recruiting to fill the position below:

Job Position: Executive Assistant

Job Location: Ekiti

Job Summary

• Our client is seeking a highly organized, proactive, and resourceful Executive Assistant to support the Managing Director in achieving strategic objectives.
• The Executive Assistant will play a critical role in ensuring the Managing Director's efficiency by managing administrative tasks, facilitating communication, and serving as a trusted partner in decision-making processes.
• The Executive Assistant to the MD will provide comprehensive administrative support, including bookkeeping, customer relations, and office management. This individual must be highly skilled in drafting and reviewing emails, proposals, presentations, and communication. If necessary, this individual will act as a liaison between the Managing Director and internal/external stakeholders and will be instrumental in maintaining the smooth flow of operations.

Responsibilities 
Administrative Support:

• Manage the Managing Director’s calendar, schedule meetings, and organize appointments.
• Coordinate and prepare materials for meetings, presentations, and reports.
• Handle confidential and sensitive information with discretion.

Communication Management:

• Serve as the primary point of contact for internal and external communications on behalf of the Managing Director.
• Draft, review, and edit correspondence, emails, and documents.
• Liaise with key stakeholders, clients, and partners to ensure seamless communication and collaboration.

Operational Coordination:

• Monitor and follow up on strategic projects and initiatives to ensure timely completion.
• Assist in the preparation and review of business plans, contracts, and proposals.
• Collaborate with departmental heads to align activities with company goals.

Event and Travel Coordination:

• Organize and coordinate domestic and international travel arrangements.
• Plan and execute company events, meetings, and other engagements.

General Office Management:

• Maintain organized records and filing systems for easy access.
• Oversee procurement and logistics of office supplies as needed.
• Support in creating a productive and professional working environment.

Other Responsibilities:

• Provide administrative support to the CEO in the development, coordination, and implementation of strategic and operational matters.
• Manage correspondences which include writing letters and memos, compiling data and reports, editing and proof reading and other communication as directed by the MD.
• Monitor project activities vis-à-vis defined timelines in project plan and promptly escalate identified delays in critical milestones to relevant stakeholders
• Prepare and submit periodic reports/activity for the MDs on day-to-day activities within the office to evaluate the performance of the office
• Conduct research, compile reports, and assist in strategic projects as required by the MD.
• Manage the CEO's calendar, including scheduling meetings, appointments, and travel arrangements.
• Coordinate and attend meetings, events chaired by the MD to ensure that the technical aspects are covered, and minutes prepared for closure and subsequent follow up.
• Organize and maintain filing systems, both physical and digital, ensuring easy access to information.

Education, Qualifications and Experience

• Bachelor’s Degree in Business Administration, Management, or related field.
• 3-5 years of experience in a similar role, preferably within the logistics, oil and gas, or supply chain industry.

Preferred Attributes:

• Experience in supporting C-suite executives.
• Familiarity with the haulage, oil and gas, and logistics industries.
• A proactive mindset with the ability to anticipate the needs of the Managing Director.

Skills and Competencies:

• Strong experience writing proposals, and drafting and reviewing professional emails, presentations, and reports.
• Proficiency in bookkeeping and financial reporting.
• Previous experience in HR, office management, and customer service roles.
• Good knowledge in Microsoft Office Suite (Word, Excel, PowerPoint) and social media management tools
• Must be highly discrete and confidential.
• Ability to handle multiple tasks and meet deadlines.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and other productivity tools.
• Experience in schedule management and researching
• Exceptional organizational and multitasking skills with attention to detail.
• Strong problem-solving and decision-making capabilities.
• Ability to work under pressure, prioritize tasks, and meet deadlines.
• High level of professionalism, confidentiality, and emotional intelligence.