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Confidential Secretary At People-matters - Jobs/Vacancies - Nairaland

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Confidential Secretary At People-matters by Analystmary2017: 6:11pm On Jul 13, 2017
JOB OBJECTIVE
To provide administrative support to executive management, efficiently dealing with secretarial and administrative tasks, interface with internal and external customers, carry out research and manage information with discretion and confidentiality.

MAIN RESPONSIBILITIES
Operational Responsibilities
• Manage and review filing and office systems, including databases (contacts, etc)
• Screen phone calls, enquiries and requests, and handle them when appropriate;
• Process in-coming and out-going correspondence
• Create and manage diaries/calendars. Schedule and track appointments
• Arrange travel, visas and accommodation.
• Draft correspondence/communications and type documents (including French)
• Organize meetings, take minutes and ensure the MD is well prepared
• Produce documents, briefing papers, contracts, agreements, reports and presentations
• Carry out background research and present findings
• Source and order stationery, office equipment, etc.
• Meet, greet and entertain visitors at all levels of seniority
• Interface with various departments and personnel for smooth operations, including information management, approvals and feedback
• Be responsible for managing all internal and external communications for the company ensuring its messages are consistent across all mediums and for different departments of the organisation
• Effectively communicate through several channels, such as a staff intranet, email bulletins, social media and regular newsletters.
• Plan, edit and write engaging content for a variety of internal communications mediums, such as a staff intranet, periodic newsletters or regular email bulletin. Will be required to work on the layout of content.
• Build and update media lists and databases.
• Maintain customer/distribution lists.
Performance Management Responsibilities
• Ensure attendance of relevant trainings for personal development.

Strategic Responsibilities
• Intelligent research and review of relevant documents.
• Attending meetings, taking minutes and keeping notes
• Managing and maintaining budgets and expense reports
• Ensuring permits and licenses are renewed as at when due
• Liaising with authorities—auditors and external contacts
• Performing project oriented services
• Ability to take timely and informed decision.
• Support initiatives and provide solutions
• Communicate effectively
• Devise and maintain office systems.
• Order and maintain stationery equipment
• Proof-read documents prior to distribution
• Interact with clients on official undertakings.
• Scheduling appointments
• Sending reminders and arranging catering
• Warm reception of clients
• Arranging in-house and external event

PERFORMANCE INDICATORS
• Organisation and good judgement.
• Resourcefulness.
• Loyalty and confidentiality

EXPERIENCES
Minimum of 4 years’ relevant work experience

EDUCATIONAL QUALIFICATION
Bachelor’s Degree or HND in any field.

PROFESSIONAL QUALIFICATION
Relevant certifications/qualification by locally and internationally recognized regulatory body would be an added advantage

TECHNICAL COMPETENCIES
• Strong desire to learn along with professional drive
• Ability to manage a complex workload and work to tight deadlines
• Fluent writing and speaking of French and English language.
• Solid understanding of the different social networks
• Proficiency on MS Office applications including Publisher
• Excellent writing, editing and proofreading skills as well as the journalistic ability to source stories from employees
• Strong speaking skills with ability to communicate clearly and be sensitive to responses.
• Good interpersonal and relationship-building skills. Must be confident.
• Ability to devise communication strategies. Familiarity with information technology, especially digital means of communication.
• Strong secretarial and administration skills

MANAGERIAL COMPETENCIES
• Teamwork and Collaboration
• Innovation & Creativity
• Courteous
• Tactical
• Result oriented
• Integrity
• Problem analysis
• Process Improvement
• Team Spirit

BEHAVIOURAL COMPETENCIES
• High Energy Level
• High Potential
• Sound Oral & Written Communication
• Organisational Awareness
• Customer Orientation
• Industry Knowledge
• Strong negotiation skills
• Work Planning
• Friendly and approachable
• Confident
• Flexible
• Highly attentive to detail
• Ability to multi -task
• Ability to work well under pressure
• Adaptive to change

Interested and qualified candidates should send CV to mary@people-matters.biz

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