ORGANISATIONAL RELATIONSHIPS
Directly Reports to: Manager, Executive office
Supervises: Drivers and Operational staff
JOB SUMMARY
The Personal Assistant (P.A) provides time management and administrative support for the Executive office in Oando.
The P.A. primarily assists in managing daily itinerary by updating work calendar and scheduling/co-coordinating business meetings and appointments, business travel or other arrangements.
He/she also attends to the general administration of the Executive’s Office by processing all incoming/outgoing mails, screens telephone calls and visitors, maintains filings and other record management systems, and ensures general upkeep of the office.
He/she may also provide administrative support to other senior management staff of Oando.
Due to the nature of assignments, the P.A. is required to exercise independent judgment and discretion at all times.
SPECIFIC DUTIES & RESPONSIBILITIES
Operational
- Effectively manages the Executive’s daily itinerary.
- Schedules and coordinates important meetings/events.
- Keeps an up to date and accurate diary and schedule of important Group/Company activities and events; updates the Executive on changes as may be required.
- Makes necessary travel arrangements for the Executive and liaises with the Procurement & Services function and/or appointed Travel Agents.
- Deals with telephone enquiries as appropriate on behalf of the executive.
- Processes incoming and outgoing mail, directing to appropriate departments/personnel for necessary action
- Maintains an effective document and filing management system for the Executive’s Office.
- Processes purchase orders and expense claim forms for the Executive’s Office and for other management employees as may be directed.
- Ensures necessary stationery supplies, office equipment purchase & maintenance, regular housekeeping etc.
- Attends to private issues on behalf of the executive such as settling utility bills, handling domestic staff, banking & other private errands
- Performs other assigned duties as delegated by the Executive from time to time.
- Always projects a professional image for Oando, due to the nature of clients.
KEY PERFORMANCE INDICATORS
- Effectiveness in managing the Executive’s daily itinerary.
- Adequacy of administrative support provided to the Executive.
- Level of professionalism displayed and quality of image portrayed of the Executive’s Office.
QUALIFICATIONS & EXPERIENCE
- Good 1st degree from a reputable tertiary institution
- 2 – 3 years /administrative experience within a reputable corporate establishment
KNOWLEDGE & SKILLS REQUIRED
- Organization & time management skills
- administrative skills
- Interpersonal Relations/communications skills
- Office Automation (Word, Excel, PowerPoint; other applications)
- Oral & Written Communication
- Reporting skills
- Political Savvy
- High level of Maturity also required
