Personal Assistant Job at Elizabeth Maddeux

Elizabeth Maddeux - Our client a reputable organization in the pharmaceutical industry, is recruiting suitably qualified candidates to fill the position below:

Job Position: Personal Assistant

Job Location: Egbeda, Lagos
Employment Type: Full-time

Job Summary

• Our client, a reputable organization in the pharmaceutical industry, is seeking a highly organized, proactive, and detail-oriented Personal Assistant to provide comprehensive administrative, operational, and personal support to senior management.
• The ideal candidate will play a critical role in ensuring the smooth day-to-day operations of the executive office by managing schedules, handling correspondence, coordinating meetings, and supporting confidential business activities.
• This role requires professionalism, discretion, strong communication skills, and the ability to multitask in a fast-paced environment.

Key Responsibilities
Administrative Support Duties:

• Manage and maintain the executive’s daily schedule, calendar, and appointments to ensureeffective time management.
• Prepare, edit, and format documents such as reports, presentations, memos, and internal communications.
• Handle all incoming and outgoing correspondence (emails, phone calls, letters) professionally and promptly.
• Maintain accurate and well-organized filing systems for both physical and electronic documents.
• Monitor office supplies and coordinate replenishment when necessary.
• Assist with data entry, record keeping, and document control in compliance with company policies and regulatory standards.

Executive & Personal Support:

• Act as the primary point of contact between the executive and internal/external stakeholders.
• Anticipate the executive’s needs and proactively address issues before they arise.
• Manage personal errands or assigned tasks discreetly and efficiently when required.
• Handle confidential and sensitive information with the highest level of professionalism and discretion.

Meeting & Travel Coordination:

• Schedule, organize, and coordinate meetings, appointments, and conferences.
• Prepare meeting agendas, take accurate minutes, and follow up on action items.
• Coordinate local and international travel arrangements, including flights, accommodation, transportation, and itineraries.
• Ensure all meeting materials and logistics are prepared in advance.

Communication & Liaison:

• Liaise with internal departments, vendors, healthcare partners, and regulatory bodies when necessary.
• Draft professional emails and communications on behalf of the executive.
• Ensure timely follow-ups on assigned tasks and correspondence.

Office & Operations Support:

• Support the smooth operation of the executive office by ensuring deadlines and priorities are met.
• Assist with project coordination and tracking deliverables where applicable.
• Support compliance with pharmaceutical industry standards and internal company procedures.

Key Performance Indicators (KPIs)
Time Management & Scheduling:

• Maintaining an up-to-date executive calendar with no overlapping or conflicting appointments.
• Scheduling meetings, appointments, and reminders at least 24–48 hours in advance where possible.
• Ensuring the executive is adequately prepared and informed ahead of all scheduled engagements.
• Prioritizing tasks based on urgency and importance without delays.
• Ensuring deadlines are tracked and met consistently.
• Minimizing last-minute changes caused by poor planning.

Administrative Efficiency:

• Accuracy and completeness of prepared documents (reports, letters, presentations, and memos).
• Proper filing and organization of physical and electronic documents for easy retrieval.
• Timely completion of assigned administrative tasks.
• Consistent updating of records, logs, and databases.
• Effective management of office supplies with no stock shortages affecting operations.

Communication & Correspondence Management:

• Timely response to emails, phone calls, and messages on behalf of the executive.
• Clear, professional, and error-free written communication.
• Proper documentation and tracking of incoming and outgoing correspondence.
• Effective follow-up on emails, requests, and action items until closure.
• Professional handling of internal and external stakeholder communications.

Confidentiality & Professional Conduct:

• Proper handling and secure storage of sensitive and confidential information.
• Non-disclosure of executive or company-related information to unauthorized parties.
• Compliance with company policies, data protection guidelines, and industry regulations.
• Demonstration of professionalism in all interactions and situations.
• Maintaining discretion when handling personal or sensitive assignments.

Meeting Coordination & Support:

• Scheduling meetings accurately with confirmed participants and venues.
• Preparation and circulation of meeting agendas in advance.
• Availability of all required meeting materials before meetings commence.
• Accurate documentation of meeting minutes and distribution within 24 hours.
• Tracking and following up on action points assigned during meetings.

Travel Planning & Logistics:

• Timely booking of flights, accommodation, and transportation.
• Preparation of complete travel itineraries with all necessary details.
• Ensuring travel plans align with approved budgets.
• Handling travel changes efficiently with minimal disruption.
• Ensuring the executive’s comfort and safety during official trips.

Stakeholder & Relationship Management:

• Maintaining positive working relationships with internal teams and external partners.
• Professional representation of the executive and organization at all times.
• Effective coordination with vendors, service providers, and departments.
• Prompt resolution of stakeholder concerns or requests.
• Receiving positive feedback from internal and external stakeholders.

Office & Operations Support:

• Smooth daily office operations with minimal disruptions.
• Timely completion of operational support tasks.
• Effective coordination with internal departments and service providers.
• Support for projects and special assignments as required.
• Speed and effectiveness in resolving operational issues.

Qualifications & Experience

• Minimum of OND/HND/Bachelor’s degree in Business Administration, Office Management, Secretarial Studies, or a related field.
• 2–4 years of proven experience as a Personal Assistant, Executive Assistant, or Administrative Officer (experience in the pharmaceutical or healthcare industry is an added advantage).
• Strong understanding of office administration and executive support functions.
• Experience working in a structured, professional environment.

Skills & Competencies:

• Excellent organizational and multitasking abilities.
• Strong written and verbal communication skills.
• High level of professionalism, discretion, and integrity.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to work independently and take initiative.
• Ability to work under pressure and meet tight deadlines.
• Interpersonal skills and the ability to build strong working relationships.
• Strong attention to detail and problem-solving skills.

Salary & Benefits

• Salary: N200,000 monthly.
• Opportunity to work with a reputable organization in the pharmaceutical industry.
• Professional and supportive work environment.
• Career growth and learning opportunities.
• Exposure to executive-level operations and decision-making processes.

Method of Application 
Interested and qualified candidates should send their CV and cover letter to: recruit@elizabethmaddeux.com using “Personal
Assistant - Egbeda, Lagos” as the subject of the email.

Note: Only qualified candidates will be contacted.