Executive Secretary Job at Myrtle Management Consultants Limited

Myrtle Management Consultants Limited - Our client, a Non-Profit Organization is recruiting to fill the position below:

Job Position: Executive Secretary

Job Location: Lagos
Employment Type: Full time

Responsibilities

• Administrative Support:  Provide high-level administrative support to the executive leadership team, including calendar management, travel arrangements, and expense tracking.
• Communication Management:  Manage incoming and outgoing communications, including emails, phone calls, and written correspondence, ensuring timely responses and appropriate prioritization.
• Meeting Coordination: Organize and coordinate meetings, conferences, and events, including logistics such as venue booking, catering, and audio-visual setup.
• Document Preparation: Prepare and edit documents, reports, presentations, and other materials as needed, ensuring accuracy and professionalism.
• Policy Compliance:  Ensure compliance with organizational policies, procedures, and regulations, including data protection and confidentiality standards.
• Resource Allocation:  Manage office supplies, equipment, and resources effectively, coordinating procurement and maintenance activities as necessary.
• Database and Record Management: Maintain and update organizational databases, records, and files, ensuring data integrity and confidentiality.
• Project Assistance: Assist with special projects, research initiatives, and fundraising activities, providing administrative support and coordination as required.
• Stakeholder Liaison: Serve as a point of contact for internal and external stakeholders, including board members, donors, partners, and community members, fostering positive relationships and effective communication.
• Continuous Improvement:  Identify opportunities for process improvement, efficiency enhancements, and best practices implementation within the administrative function.

Qualifications

• Proven experience as an executive secretary, administrative assistant, or similar role, preferably in a non-profit or philanthropic organization.
• Over 10 years of experience in an admin, executive support role.
• Proficiency in office productivity software such as Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and cloud-based collaboration tools.
• Excellent organizational and time management skills, with the ability to prioritize tasks and meet deadlines in a fast-paced environment.
•  Strong communication skills, both written and verbal, with a professional and courteous demeanour.
• Attention to detail and accuracy in data entry, document preparation, and record keeping.
• Ability to handle confidential information with discretion and integrity.
• Flexibility and adaptability to changing priorities and requirements.
• Bachelor's degree in business administration, communications, or related field is preferred, with any other certification.
• Experience in Non-Profit Sector:  Familiarity with the non-profit sector, including knowledge of fundraising strategies, grant management, and donor relations, is advantageous.
• Event Planning Skills: Experience in planning and coordinating events, such as fundraising galas, donor meetings, or awareness campaigns, would be beneficial.
• Financial Administration: Basic understanding of financial administration, budget tracking, and financial reporting would be helpful for supporting the executive team in financial matters.
• Commitment to Mission:  A genuine passion for the mission and values of the non-profit organization, coupled with a demonstrated commitment to social impact and community service, is highly desirable.

Note: Only shortlisted candidates will be contacted.