Executive Assistant to the Chief Executive Officer at Crystalhills Group

Crystalhills provides quality Biometrics, Video Surveillance, Access Control and Traffic Safety Systems. We are known for our ability to integrate personnel and technology that are customized to address your security needs. When it comes to security, we believe that each situation is unique.

We are recruiting to fill the position below:

Job Position: Executive Assistant to the Chief Executive Officer
Job Location: Lagos

Job Purpose

• To provide an efficient and responsive administrative, organizational, and logistical service to the MD, helping him to manage and prioritize his time.  
• You will be responsible for providing full secretarial assistance to the management team during absences to ensure a high level of service is maintained. 
• This position will be of key importance within the organization and the successful candidate must have previous secretarial and administrative experience within a fast-paced customer facing environment. 
• You will be able to demonstrate the ability to effectively plan and organize your workload and the initiative to resolve issues quickly in an appropriate manner.

Main Duties

• Filter emails, highlight urgent correspondence and print attachments.
• Organize inbound emails into the appropriate folders and any relevant information to be copied into the correct file on the hard drive.
• Respond to emails as much as possible, dealing with appointments etc.
• Ensure busy diary commitments, papers, and travel arrangements are managed effectively including producing a daily folder with diary, necessary papers etc. and troubleshooting problems.
• Conduct weekly diary meetings with the  MD to discuss upcoming engagements, invitations, and other requests.
• Schedule on behalf of the MD meetings between him/her and his direct reports and groups to which he is a member.
• Coordinate travel and accommodation requirements in connection with others and ensure arrangements in place for the MD to match his requirements.
• Filter general information, queries, phone calls and invitations to the MD by redirecting or taking forward such contact as appropriate.
• Manage and maintain the MD’s diary and email account.
• Prepare correspondence on behalf of the MD, including the drafting of general replies.
• Minute general meetings as required and complete research on behalf of the MD.
• Keep and retrieve files.
• Ensure guests meeting with the MD are well taken care of.
• Provide a service that is in line with the MD’s work habits and preferences.

Additional duties:

• To attend supervision training and meetings when required.
• You may be required  to  perform other ad-hoc tasks around the office that may be deemed necessary.

Person Specification

• A good deal of common sense, etiquette and an ability to think on one’s feet
• Ideally educated to degree level
• A minimum of 2 years PA/secretarial experience at a senior level
• Shorthand and excellent typing skills, speed and accuracy essential
• Good computer literacy (MS Office, Excel, PowerPoint)
• Excellent organizational skills
• Excellent communication skills, both verbal and written
• Professional telephone manner
• Proven ability to work under pressure and to tight deadlines
• Bright, confident personality
• Well presented
• Highly personable
• Flexible and mature approach with an ability to work unsupervised
• Willing to travel