Executive Assistant Job at Joes & Eves Limited

Joes & Eves is increasingly recognised as a leading business management and solutions provider for MSMEs in Nigeria. We are renowned for our innovative and sought-after solutions to corporate challenges, offering 21st-century strategies and customer-centric values. Our prompt, custom-designed solutions have earned us a strong reputation. We are known for our diverse products and services, including auditing, training institutes, consulting, project management, product design, and libraries.

We are recruiting to fill the position below:

Job Position: Executive Assistant
Job Location: Allen, Ikeja, Lagos
Employment Type: Full-time

Job Summary

• We are seeking for a results-driven, smart and competent Executive Assistant to the Director of a faith-based organisation. 
• The Executive Assistant plays an essential role in ensuring the smooth running of the Director’s Office, providing efficient and accurate administrative support to the Director. 
• The Executive Assistant will be required to interact with people who are strategically important to the Institute and Ministry and is therefore responsible for portraying a favourable and highly professional impression to external contacts. 
• The Executive Assistant must also be able to manage the Director’s competing demands with a high degree of confidence and professionalism. The Executive Assistant will make a significant contribution to the effective performance of the Director by supporting all administrative and information needs.

Core Responsibilities
Administration:

• Proactively managing the Director’s complex and flexible diary, assisting to maximize time productivity, such as advising on upcoming commitments, prioritization, managing regular changes and dealing professionally with competing meeting requests.
• Making complex travel arrangements (including international), hotel bookings, visa requirements etc. with minimal supervision, within known preferences
• Liaising with the Director and actively updating her work plan, projects and responsibilities, including monitoring of commitments and deadlines, maintaining confidentiality.
• Making arrangements for External meetings, Board and Leadership meetings, including booking rooms, arranging catering, travel arrangements for external participants and collation and circulation of relevant papers and agendas.
• Act as ‘follow-up Manager’ across the Organization and Ministry and Senior Leadership Team to ensure that a wide range of agreed actions are being executed
• Attend leadership meetings, external meetings and other strategic meetings to take notes and action points
• Managing the Directorate filing systems, mailing list and contacts database, taking telephone messages and dealing appropriately with incoming and outgoing post.
• Providing general administrative duties including word processing, collating and preparing documents.
• Participating in team meetings, retreats and other institute and ministry events.
• Supplying comprehensive information in response to internal and external requests to include in website/intranet services.
• Basic library and internet searches and presentation of information in appropriate formats.
• General secretarial support for the Director’s Office as required
• Other clerical duties and special projects as they arise

Process Development:

• Create and implement processes and procedures for the Director's office, including workflows and standard operating procedures, to improve efficiency and productivity.

Record and Data Management:

• Develop and maintain a system for managing records and data, including filing systems, databases, and spreadsheets, to ensure accurate and secure storage of information.

Supervision of Personal Assistant:

• Supervise and mentor the personal assistant, providing guidance and support to ensure they are able to perform their duties effectively.

Liaison with Ministry Heads:

• Liaise with other ministry heads and staff to ensure alignment with organizational goals and objectives, and to facilitate communication and collaboration across departments.

Reporting:

• Deliver regular and detailed reports to the Director on all aspects of the organization, ministry, and business, including progress updates, project summaries, and organizational performance metrics.

Qualifications and Requirements

• A Bachelor's or Master’s degree in Business Administration, Management or a related field is required.
• At least 5 years professional experience in all aspects of personal and executive administration
• A good working knowledge and skills of Microsoft applications (Word, Access, Excel, PowerPoint and Outlook), including a good understanding and practical experience of using databases, spreadsheets and the Internet
• Experience in arranging international travel professionally
• Ambition and able to take initiatives and to grow the role
• Ability to work with deadlines by setting priorities and managing work loads
• Excellent attention to detail and takes pride in working to a high standard in routine activities, as much as special projects.
• Experience in working under pressure in order to meet tight and changing deadlines
• A tactful, assertive and articulate voice able to interact effectively with a wide range of people from a variety of cultural backgrounds and levels of seniority, including the
• Willingness to work flexible hours on occasion
• The ability to work autonomously with a high degree of motivation and initiative and take decisions within given parameters
• Enthusiasm, creativity and a proactive problem-solving approach (i.e. the ability to see through processes, preempt and deal with issues that arise within given frameworks or advise others with responsibility)
• Able to operate as part of a team
• Discretion in dealing with confidential and sensitive information
• A confident approach, able to remain calm and handle competing demands under pressure.
• Preferrably a female for gender balance.
• Proximity to the Island is very key.

Method of Application
Interested and qualified candidates should send their Applications (CV and Cover letter) to: oluwaseunhr@gmail.com using the Job Position as the subject of the email.