Personal Assistant Job at XFP Productions Limited

XFP Productions Limited is a dynamic and innovative production company renowned for its high-quality content.

We are recruiting to fill the position below:

Job Position: Personal Assistant
Job Location: Lagos
Employment Type: Full-time

Job Description

• We are seeking a highly organized and dedicated Personal Assistant to support our CEO in managing their demanding schedule and various responsibilities.
• As a Personal Assistant, you will be responsible for providing comprehensive administrative, organizational, and logistical support to the CEO.

Duties 
Your duties will include, but are not limited to:
Administrative Tasks:

• Managing and prioritizing the CEO's schedule, including appointments, meetings, and travel arrangements.
• Handling incoming and outgoing correspondence, including emails, phone calls, and mail.
• Preparing presentations, reports, and other documents as required.
• Maintaining the CEO's calendar and ensuring timely follow-up on tasks.

Organizational Support:

• Coordinating and managing projects and deadlines.
• Overseeing office operations, including managing office supplies and equipment.
• Assisting with event planning and coordination.
• Handling confidential information with the utmost discretion.

Logistical Support:

• Making travel arrangements, including booking flights, hotels, and car rentals.
• Managing expense reports and reimbursements.
• Providing general administrative support as needed.

Responsibilities
Administrative Support:

• Calendar Management: Schedule and coordinate meetings, appointments, and events for the CEO, ensuring efficient time management.
• Email & Correspondence: Manage incoming and outgoing emails, letters, and phone calls on behalf of the CEO, prioritizing and responding as needed.
• Travel Arrangements: Organize domestic and international travel, including flights, accommodations, visas, and itineraries.
• Document Preparation: Draft, edit, and proofread reports, presentations, and other documents as requested.
• Record Keeping: Maintain organized records and files for easy access to critical documents.

Communication & Coordination:

• Liaison Role: Act as a point of contact between the CE and internal teams, clients, partners, and stakeholders.
• Meeting Preparation: Prepare agendas, compile documents, and take minutes during meetings.
• Follow-Up: Track action items and ensure follow-up on tasks discussed in meetings.

Strategic Support:

• Project Management: Assist in overseeing specific projects or initiatives, ensuring timelines and deliverables are met.
• Information Management: Research and provide data or insights to support decision-making.
• Event Planning: Organize company events, board meetings, or other executive-level gatherings.

Personal Assistance:

• Errands: Handle personal tasks for the CEO, such as scheduling personal appointments or coordinating family events.
• Confidentiality: Maintain strict confidentiality regarding sensitive company and personal information.
• Flexibility: Be available during unconventional hours, when necessary, for urgent tasks or support.
• Networking: Develop and maintain relationships with key external contacts on behalf of the CEO.
• Crisis Management: Act swiftly and efficiently to manage emergencies or unexpected changes in the CEO's schedule.
• Adaptability & Relationship Building
• Problem-Solving: Anticipate the CEO’s needs and proactively resolve issues.
• These responsibilities require strong organizational skills, discretion, excellent communication abilities, and the ability to multitask effectively in a high-pressure environment.

Qualifications and Skills

• Bachelor's Degree in Business Administration, Secretarial Science, or a related field.
• Proven experience as a Personal Assistant or Executive Assistant.
• Excellent organizational and time management skills.
• Strong attention tdetail and accuracy.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Excellent verbal and written communication skills.
• Ability twork independently and as part of a team.
• Willingness twork flexible hours, including weekends and evenings.

Method of Application
Interested and qualified candidates should send their CV to: hrxfactorproductions@gmail.com using the Job Position as the subject of the email.