Executive Assistant at Shutterscore

⏲ Oct 22, 2021, 10:12 PM
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Shutterscore provides simple ways for Africa's businesses to collect and disburse payments.

We are recruiting to fill the position below:

Job Title: Executive Assistant

Location: Lekki, Lagos
Employment Type: Full-time

Position Summary

The Executive Assistant will provide high-level administrative support to the CEO. Reporting directly to the CEO, the Executive Assistant provides executive support in a one-on-one working relationship.
The Executive Assistant also serves as a liaison to the board of directors and senior management teams; organizes and coordinates executive outreach and external relations efforts, and oversees special projects.
The Executive Assistant must be creative and enjoy working within an entrepreneurial environment.
The ideal individual will have the ability to exercise good judgment in a diversity of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities.

Essential Duties and Responsibilities

CEO Personal Brand Management
Provide sophisticated calendar management for the CEO. Prioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements.
Arrange and handle all logistics for C-Level meetings and events: schedule meetings; draft agendas; develop, compile, and distribute presentation materials; and record meeting minutes.
Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the CEO, including those of a highly confidential or critical nature. Prioritize and determine the appropriate course of action, referral, or response, exercising judgement to reflect the CEO’s style and organization policy.
Work closely with the CEO to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Act as a "barometer," having a sense of the issues taking place in the environment and keeping the CEO updated. Anticipate the CEO's needs in advance of meetings, conferences, etc.
Replenish office materials such as snacks, printer supplies, paper, office supplies, etc.
Provide event management support as requested.
Complete a broad variety of administrative tasks that facilitate the CEO’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; maintaining contact lists; making travel arrangements; and completing expense and mileage reports.
Provide hospitality to all guests and help to create a welcoming environment.
Answer the main phone line and respond to inquiries.
Invest in building long-lasting relationships both externally and internally.
Manage petty cash reimbursements and reconciliation.
Coordinate all Executive Team meetings and retreats and assist with staff meetings and events as needed.
Provide a "gatekeeper" and "gateway" role, providing a bridge for smooth communication between the CEO and staff, demonstrating leadership to maintain credibility, trust, and support with the Executive Team.
Complete projects by assigning work to appropriate staff, including the Executive Team, on behalf of the CEO.
Work with the Executive Team to coordinate the CEO’s outreach activities. Follow up on contacts made by the CEO to cultivate ongoing relationships.
Manage information systems operations including hardware, software, desktop support, internal telecommunications, and strategic systems development and planning.
Other projects/duties as assigned for the overall benefit of the organization.

Requirements

Interested candidates should possess a Bachelor's Degree / FSLC qualification with at least 1 year of work experience.
Must reside in Lekki.
Strong ability to execute work with a diversity, equity, and inclusion lens.
Significant executive support experience, including supporting C-level executives.
Expert proficiency with Microsoft Office; 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).
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.
Excellent judgment is essential.
Ability to switch gears at a moment's notice.
Strong verbal and written communication skills.
Exceptional organizational skills and impeccable attention to detail.
A high degree of professionalism in dealing with diverse groups of people, including senior executives, staff etc.
Make appropriate, informed decisions regarding priorities and available time.