Job Purpose
The role is focused on providing dedicated support to a Partner; to ensure all secretarial and administrative tasks are handled efficiently and effectively.
Job Responsibilities
Secretarial & Administrative Functions:

• Diary management- managing the Partner’s electronic diary, handling the daily activities of the Partner. This includes handling phone calls, meetings, and appointments.

• Coordinating and scheduling daily agenda and to-do list, as well as weekly and monthly calendar appointments.

• Organising and sometimes attending meetings- taking minutes/notes and ensuring the Partner is well-prepared for meetings by organising meeting notes prior to such meetings.

• Taking dictation on various matters from Partner.

• Deputising for Partner, making decisions and delegating work to others in Partner’s absence.

• Representing Partner at events if necessary.

• Organising team building events as required.

• Organising and maintaining all personal and professional files, ensuring that a comprehensive filing system is in place.

• Filing, managing databases and handling correspondence.

• Drafting letters and emails for the Partner’s final approval; Keeping the Partner updated about the recent updates like emails, letters, and information of similar nature.

• Attending to and monitoring urgent enquiries and issues ensuring that they are brought to Partner’s direct attention and where necessary, referring matters to the appropriate manager for action.

• Organising and expediting flow of work, initiating follow up action where appropriate.

• Sourcing and ordering stationery, office equipment and provisions for the Partner.

• Proper management and arrangement of the Partner’s Library.

• Organising, maintaining, and managing the Partner’s office systems.

• Managing all incoming and outgoing correspondence, i.e., sort and read mail, draft responses, maintain network database, receive, and send overnight packages.

• Meeting and greeting Partners’ visitors at all levels.

• Maintaining confidentiality, recording, and filing system for partner’s office.

• Managing Partner’s children’s academic and social activities/schedules in Nigeria and overseas.

• Liaising with other members of staff, vendors, and clients.

• Administering established guidelines for prioritizing work activities, evaluating effectiveness, and modifying activities as necessary.

• Reviewing statements, invoices, receipts, and charges for the Partner. Under Partner’s supervision, manage all household accounts payable and receivable, creating and managing monthly domestic expense reports and domestic staff salaries, and when required, managing external contractors’ schedules and expenses.

• When necessary, lead on and carry out background research, present findings and recommendations and produce documents, briefing papers and reports.

Other Functions:

• Attending meetings, participating in committees, and reporting to the Partner as needed/required.

• Coordinating and scheduling all local and overseas business and family vacation travel arrangements for Partner and occasionally, accommodation.

• Ordering and arranging payment of a variety of goods and services required by the Partner.

• Handling some personal work for the Partner including booking appointments for members of the Partner’s family.

• Handling and supervising other projects the Partner are involved in.

• Performing other related duties and responsibilities as directed.

Knowledge Needs

• Office administrative and management practices and procedures.

• Principles and practices of sound business communication.

• Correct English usage, including spelling, grammar and punctuation.

• Rules and regulations for the conduct of public meetings.

• Standard word processing, spreadsheet, graphics, and other software packages.

• Budgeting, record keeping, filing, and purchasing practices and procedures.

• MSOffice (Outlook, Word, Excel, and Power Point), Teams, Adobe Acrobat, and Share Point.

Qualification
Bachelor of Science or Arts (B.Sc. or BA) minimum; and
Minimum of Two (2) years’ proven administrative experience.
Job Type: Full-time