Executive Secretary / Personal Assistant to the Chairman Job at MacTay Consulting

MacTay Consulting is one of the first and leading management consulting firms in Nigeria, providing HR services to our clients in Africa since 1982. We focus on adding value to organizations through customized solutions that meet our clients’ needs. We have a proven track record of providing excellent services that impact our clients’ businesses.

We are recruiting to fill the position below:

Job Position: Executive Secretary / Personal Assistant to the Chairman
Job Location: Victoria Island, Lagos
Employment Type: Full-time

Job Summary

• The Executive Secretary/Personal Assistant (PA) to the Chairman provides high-level administrative support to the Chairman, managing schedules, coordinating meetings, handling communications, and performinga variety oftasks to ensure the efficient operation of the Chairman’s office.
• This role requires exceptional organizational skills, discretion, and the ability to manage multiple priorities in a fast-paced environment.

Key Responsibilities
Administrative Support:

• Manage the Chairman’s calendar, including scheduling appointments, meetings, and travel arrangements.
• Prepare and organize meeting agendas, minutes, and presentations.
• Handle incoming and outgoing communications, including emails, phone calls, and correspondence.

Meeting Coordination:

• Coordinate and facilitate meetings, ensuring all necessary materials are prepared and distributed in advance.
• Arrange logistics for meetings, conferences, and events, including venue booking and catering.
• Attend meetings with the Chairman, take notes, and follow up on action items.

Travel Management:

• Arrange domestic and international travel, including flights, accommodations, and transportation.
• Prepare detailed travel itineraries and ensure all travel documents are in order.
• Handle travel-related expenses and reimbursements.

Communication and Correspondence:

• Draft, review, and edit reports, letters, and other documents for the Chairman.
• Maintain effective communication with internal and external stakeholders on behalf of the Chairman.
• Screen and prioritize incoming communications and delegate tasks as appropriate.

Confidentiality and Discretion:

• Handle sensitive information with the utmost discretion andconfidentiality.
• Maintain confidentiality of all corporate, personnel, and research matters.

Office Management:

• Oversee the organization and maintenance of the Chairman’s office.
• Manage office supplies, equipment, and other resources to ensure a well-functioning office environment.
• Coordinate with other departments and staff to facilitate smooth operations.

Project Assistance:

• Assist the Chairman with special projects, research, and initiatives as required.
• Track project progress and provide updates to ensure timely completion.
• Compile and analyze data to support decision-making processes.

Relationship Management:

• Buildand maintainstrong relationships with key stakeholders, including board members, executives, and external partners.
• Act as a liaison between the Chairman and other departments within the organization.

Qualifications

• Education: A Bachelor’s Degree in Business Administration, Management, or a related field is preferred.
• Experience: Minimum of 7-10 years of experience as an executive secretary, personal assistant, or in a similar administrative role, preferably supporting C-level executives.

Skills:

• Excellent organizational and time-management skills.
• Strong written and verbal communication abilities.
• High level of discretion and confidentiality.
• Proficiency in office software (e.g., Microsoft Office Suite, Google Workspace).
• Ability to multitask and prioritize tasks effectively.
• Strong attention to detail and problem-solving skills.

Method of Application
Interested and qualified candidates should send their resumes to: samson.omoyeni@mactay.com with the Executive Secretary / Personal Assistant to the Chairman as the subject of the mail.