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Description

To work closely with the Group Managing Director to provide direct administrative support.

Requirements

• Minimum of four (4) years’ experience in a similar role.
• Minimum of Bachelor’s Degree / HND in Public Relations, Marketing, Finance, Social Sciences or any other relevant discipline.

Desirable:

• Any relevant professional certification is an advantage.

Responsibility

• Screening GMD’s personal phone calls, enquiries and requests, and handle them when appropriate.
• Taking GMD’s messages
• Maintain GMD’s appointment schedule and ensure proper update on meetings.
• Dealing with incoming mail and often corresponding on behalf of the GMD
• Make travel and accommodation arrangements.
•  Liaise with staff, customers, service providers and other visitors.
• Assist with research and report preparation as required.
• Handle personal tasks for GMD as may be required from time to time.
• Liaise with the GMD to schedule meetings.
• Obtain and communicate meeting agenda from convener.
• Circulate meeting agendas and minutes.
• Prepare presentations and papers.
• Record meeting minutes as required
• Circulate approved minutes

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Description

The role is responsible for the provision, administrative and secretarial support to senior executives and management. This role requires a high level of professionalism, discretion, and organizational skills to facilitate efficient operations within the company.

Requirements

• Bachelor’s degree in business administration, secretarial studies, or a related field is preferred.
• Minimum of 5 years’ experience as an executive assistant, preferably in the oil and gas industry.
• Proficient in office software such as Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Excellent written and verbal communication skills in English.
• Strong organizational and multitasking abilities.
• High level of discretion, professionalism, and confidentiality.

Responsibility

Calendar Management:

• Manage and coordinate executive calendars, including scheduling meetings, appointments, and travel arrangements.
• Ensure executives are well-prepared for meetings with necessary documents and information.

Communication:

• Screen and prioritize incoming calls, emails, and other correspondence.
• Draft and edit correspondence, reports, and presentations on behalf of executives.
• Handle confidential and sensitive information with discretion.

Meeting Coordination:

• Arrange and coordinate meetings, conferences, and events, both internally and externally.
• Prepare meeting agendas, take minutes, and distribute action items as needed.

Travel Arrangements:

• Organize and book travel arrangements, including flights, accommodations, visas, and transportation.
• Prepare travel itineraries and ensure executives’ travel needs are met.

Document Management:

• Maintain and organize electronic and physical filing systems.
• Retrieve and archive documents as required, ensuring easy access for executives.

Expense Management:

• Track and manage expense reports, reimbursements, and petty cash for executives.
• Ensure expenses are aligned with company policies and budgets.

Office Administration:

• Oversee the general office operations and ensure a tidy and professional work environment.