Executive Assistant to the Managing Director Vacancy at a Marine Logistics & Supply Services Company

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About the role

Executive Assistant to the Managing Director job opportunity is available at Marine Logistics & Supply Services Compan for individuals who possess relevant qualifications.

Responsibilities

The Executive Assistant is required to:

• Complete a broad variety of administrative tasks that facilitate the MD’s ability to effectively lead the organization, including: assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence and maintaining contact lists; take notes / dictation/minutes at meetings and provide general assistance during presentations
• Prepare reports for the MD on weekly or monthly basis on issues that have been or would be handled ahead of time for MD’s decision making.
• Serve as the primary point of contact for internal and external parties on all matters pertaining to the MD, including those of a highly confidential or critical nature.
• Work closely with the MD to keep him well informed of upcoming commitments and responsibilities, following up appropriately.
• Coordinate all meetings for the office of the MD as well as assist with retreats and corporate events that involve Executive Management as needed.
• Provide a bridge for smooth communication between the MD and staff.
• Monitor, screen, respond to and distribute incoming and outgoing communications such as enquiries and requests, and handling such when appropriate.
• Handle financial and accounting matters for the Managing Director with confidentiality.
• Meet and receive guests/visitors in person or on the telephone; answering or directing inquiries on behalf of the Managing Director.    
• Devise and maintain office systems, including data management, filing, etc.
• Handle travel and accommodation requirements for the MD, occasionally, traveling with the MD on official assignments (if need be) to handle administrative tasks and provide general assistance as needed.
• Manage/monitor and reconcile designated budgets and expenditures for the office of the MD.
• Liaise with HODs/ senior officials of sister companies to gather information and reports required by the MD; and carry out his general instructions.
• Manage initiatives and coordinate other activities designed to build and protect the MD’s personal brand/concerns.
• Ensure that HSE policies and procedures are strictly adhered to in line with company policies, and all personnel in the office of the MD carry out same.
• Replenish office materials such as confectionaries, stationeries, general office supplies, etc.
• Provide event management support as requested.
• Provide hospitality to all guests and help to create a welcoming environment.
• Carry out such other duties as may be assigned from time to time by the MD.

Experience and qualifications

• University Degree in Business Administration, Public Administration, Mass communication, Public Relation and Communication or other related / relevant area.
• Relevant professional qualification.
• 6 years+ cognate work experience with at least 4 years of supporting C-level executives in a reputable and structured business environment.
• Expert proficiency with Microsoft Office and desktop publishing software; ability to design and edit graphic presentations and materials.
• Technical proficiency and problem-solving skills related to: IT infrastructure; IT support and troubleshooting; and cloud-based environments (web-based applications).
• Intermediate experience with financial tools and analysis.

Knowledge and Skills Required:

• Have a proactive disposition towards duties and be able to work effectively with minimal supervision.
• Ability to listen, negotiate and influence all categories of people and act calmly and reasonably even under pressure.
• Should have a knowledge of business analysis, strategy development and execution.
• Strong verbal and written communication skills.
• Exceptional organizational and administrative skills with impeccable attention to detail.
• High degree of professionalism in dealing with diverse groups of people.
• May have negotiation and contract management (Legal) knowledge.
• Ability to complete a high volume of tasks and projects with little or no guidance.
• Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.
• Able to maintain a high level of integrity and discretion in handling confidential information.
• Be a strong team player and fast learner.
• Carries out responsibilities with professionalism, respect for others, in accordance with the organization’s policies and applicable laws.

Application deadline

Application details

WHO IS Marine Logistics & Supply Services Compan?

We are a leading indigenous Marine Logistics & Supply Services Company specializing in the provision of safe and modern marine assets and services in the West Africa Oil and Gas / Maritime Industry.