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Job Title: Personal Assistant to the Executive Director (Secretary General)
Location: Lagos
Type of contract: Regular position
Activities
Proactively managing ED(SG)’s calendar including scheduling and prioritising all meeting requests and correspondence ensuring responses and actions are undertaken and completed in a timely manner
Developing and maintaining effective working relationships with internal and external stakeholders on a range of subjects and business areas.
Providing executive support with the preparation, organisation and planning of formal meetings or conferences managed by ED(SG)’s office involving internal and external stakeholders.
Collating and preparing papers, correspondence including reports (KPI report) to ensure compliance with organisational requirements.
Attend, screen and manage internal/external telephone calls, correspondence and requests.
Control of approval/signature with contracts, RTOs, invoices and internal documentation etc. within delegated authority through applicable internal systems and aligned with internal guidelines and processes.
Coordinate finance divisional weekly meeting, prepare and distribute meeting agenda and supporting papers if any, take minutes and follow up on action items with responsible parties thereafter.
Organize ED(SG)’s business travel arrangements and accommodation in line with company travel and expense and compliance policies, process expenses and claims on behalf of ED(SG).
Taking a continuous improvement approach to support and identify opportunities for the most efficient and effective PA support model, particularly embracing and using new technology and functionality.
Work collaboratively with other PA’s within the organisation to ensure smooth running of the department.
Act for MD’s PA while on vacation/absence.
Ensure effective logistics management for meetings, team events, conference when required.
Check that ED(SG)’s office set up is appropriate and that the office equipment is properly maintained.
Provide general admin support to finance division and follow up requests from department staff.
Take on additional responsibilities of auto receipting and credit control activities to support treasury and credit control teams.
Context & Environment:
The Personal Assistant to the Executive Director office is highly sensitive and characterized by high level of activities.
The job holder is attached to the Executive Director (Secretary General) but to work administratively for all the departments in Finance division.
Organizational, stakeholders and information management skills (confidentiality and good analytical skills) are vital to the job holder.
Candidate Profile
Possess a First Degree in any Social Science including Economics and Accounting. Minimum of 2 years work experience required.
Knowledge of standard office administrative practices/procedures.
Demonstrates outstanding organisational, planning and prioritisation skills.
Ensures a high level of accuracy and attention to detail
Skilled communicator with strong interpersonal skills and ability to build relationships with staff at all levels
Proficient IT skills in Microsoft Teams and Office applications including Outlook, Word, Excel, PowerPoint, and SharePoint.
Ability to work on own initiative and as a part of a team liaising with internal and external stakeholders globally and remotely.
Demonstrates high level of discretion, diplomacy and judgement to dealing with confidential and sensitive information.
Experience:
Less than 3 years
Application Closing Date
Not Specified.
How to Apply
Interested and qualified candidates should:
Note: TotalEnergies Marketing Nigeria Plc is an equal-opportunity employer.
