Position: Personal Assistant to the MD
Location: Lekki Phase 1 (First Roundabout)

Job description:
As personal assistant to the MD you will be working closely with the MD on a daily basis, providing administrative support, on a one-to-one basis. Your job will be to help MD make the best use of her time by dealing with secretarial and administrative tasks.
You will need extensive knowledge of the organization, including the company's aims and objectives. You will be expected to know names, numbers and context for all the major clients, suppliers and artisans that MD works with.
MD will be relying heavily on you, trusting that work will be handled efficiently in her absence. Discretion and confidentiality are therefore essential attributes you must display in all your activities.

Typical work activities:
You will often act as MD 's first point of contact with people from both inside and outside the organization. Typical work activities include:
 screening telephone calls, enquiries and requests, and handling them when appropriate;
 meeting and greeting visitors at all levels of seniority;
 organizing and maintaining diaries and making appointments;
 dealing with incoming email, faxes and post, often corresponding on behalf of MD;
 taking dictation and minutes;
 carrying out background research and presenting findings;
 producing documents, briefing papers, reports and presentations;
 organizing and attending meetings and ensuring MD is well-prepared for meetings;
 liaising with clients, suppliers and other staff;
 deputizing for MD, making decisions and delegating work to others in her absence;
 devising and maintaining office systems, including data management, filing, etc.;
 arranging travel and accommodation and, occasionally, traveling with MD to take notes or dictation at meetings or to provide general assistance during business trips.
In addition to supporting MD, her team and departments, you will also have your own personal workload and responsibilities. The scope of the PA's role can be extensive and additional duties may include:
 carrying out specific projects and research;
 responsibility for accounts and budgets;
 taking on some of MD's responsibilities and working more closely with management;
 being involved in decision-making processes

Some of the more practical tasks you will carry out include
• Ensuring the office is cleaned, AC on, candles lit and daily schedule on the desk before the time MD gets to the office
• Ensuring that MD's phone bill is paid on time
• Taking note of birthdays of clients, staff, family, friends and other important contacts (organizing for gifts and cards to be sent out)
• Note of other important dates and events in the calendar
• Finding out important events and functions MD should be aware of and may want to attend including meetings, outings, exhibitions and conferences (both local and international)
• Make sure all air miles are claimed for trips MD makes
• Researching topics for the weekly article
• Checking and topping up MD's stationery supply
• Maintain and update a catalogue of books , magazines and all other source materials for MD
• Keep updated list of suppliers and manufacturers of goods and services that might be relevant to our work and this will involve checking newspapers and relevant magazine adverts regularly. Also you will point out publications or interesting and relevant articles that MD should read and archiving said articles.
• Assisting in other official or personal tasks and errands as they may be assigned
• Going to the market, visiting suppliers to seek out samples, verify materials, etc on behalf of the MD.
You will show good use of the Microsoft Office suite, particularly Word, Excel and PowerPoint and should be able to draft professional quality correspondence.
You will be required to have a very strong command of the English language, both written and spoken and an excellent telephone manner. You will also need to be diligent, efficient, dedicated, have a strong work ethic and pay much attention to detail in everything you do at the company.
You must be polite, professional and your appearance must be smart at all times.
You must comport yourself always, in a manner that speaks highly of MD and the company.
You must be ready to get your hands dirty. A ‘roll up my sleeves and get the job done’ attitude is a must.


MINIMUM REQUIREMENT:
B.SC in any related discipline, 1-3 years work experience. Qualified applicants should send their cv's with cover letters to winnie@bluemahogany.com. Application deadline is February 28th 2014.