VACANCY!!! Position Title: Executive Assistant Office: K-Express Office, Lagos Reports to (title): Director Fulfillment Operations Hours of Work: 8.00am – 5.00pm (flexible work hours are required) A brief overview of the role The Executive Assistant organizes and coordinates the Director Fulfillment Services day to day activities and oversees special projects. The Executive Assistant must be creative and enjoy working within a small, entrepreneurial environment that is mission-driven, results-driven and community oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative and organizational skills, including the ability to maintain a realistic balance among multiple priorities. The Executive Assistant should work independently on projects, from conception to completion, and must be able to work under pressure to handle a wide variety of activities and confidential matters with discretion. Job Function 1. Completes a broad variety of administrative tasks for the Director fulfillment Services and his direct reports including: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings. 2. Plans, coordinates and ensures the Director fulfillment Services schedule (as well as other leaders in the organization) is followed and respected. Provides gatekeeper and gateway role, creating win-win situations for direct access to the Director fulfillment Services time. 3. As needed/requested by various leaders, researches, prioritizes, and follows up on incoming issues and concerns, including those of a sensitive or confidential nature. 4. Provides a bridge for smooth communication between the Director fulfillment Services office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff. 5. Works closely and effectively with the Director fulfillment Services to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a barometer, having a sense for the issues taking place in the environment and keeping him updated. 6. As requested, manages a variety of special projects for leaders in the organization, some of which may have organizational impact. 7. Successfully completes critical aspects of deliverables with a hands-on approach that facilitates the leaders’ ability to effectively manage the company. 8. Assist Director fulfillment Services in managing goals and key initiatives in meetings and with special projects 9. Coordinate and create presentations for Director fulfillment Services and Department heads. 10. Summarize meetings and communicate action items to each leader and their direct reports. 11. Coordinate and plan internal and external meetings and events 12. Maintain and organize calendars, schedule and set up meetings with Director fulfillment Services and direct reports, create agendas for meetings and manage minutes, and maintain and prioritize outlook calendar for Director fulfillment Services and team 13. Write Monthly K-Express newsletter to the whole business 14. Prepares weekly performance report from the Director fulfillment Services to the CEO 15. Manage workflow of documents for various areas of the business – make sure Director fulfillment Services signs off on all legal, retail, real estate, finance hard documents and approvals 16. Book and coordinate all international and local travel including visas, flights, transportation, hotels and meetings 17. File and reconcile expense reports for Director fulfillment Services 18. Ensure accuracy on all transactions, and respond to sensitive and highly confidential information with absolute discretion and tact 19. Organize the office of the Director fulfillment Services, and maintain files and folders 20. Assist in onboarding all new hires for Director fulfillment Services and respective teams 21. Order all office supplies and equipment for the departments 22. Build and maintain relationships with internal and external partners. Relationship Building Name the regular contacts and relationships this position will develop which have impact on the performance of this position Relationship External/Internal • Director Fulfillment Operations • Unit Heads of K-Express Knowledge/Experience What specific knowledge/experience/qualifications are required for this role EXPERIENCE Essential • Prior experience supporting a senior executive and leadership team. • Able to make decisions with minimal direction and possess a service-oriented mindset. • Possess excellent multi-level relationship building, cross-group collaboration and strategic communications skills. • Work independently and efficiently in the face of some level of ambiguity from executive leaders. • Prior experience working in a fast-paced environment with the ability to multi-task and remain calm under pressure. • Ability to demonstrate how she/he has authentically connected with people in a positive and optimistic way. Enjoy working and connecting with people at all levels of the organization and solving problems on behalf of the Executive. • Flexible with change and able to shift gears quickly. • Proven ability to be a gatekeeper for the Executive by providing excellent customer service skills to internal and external partners by using tact and good judgment. • Proven ability in keeping Executive focused and organized. • Strong Communication skills. Able to express facts and ideas in writing in a clear, convincing and organized manner; listen effectively, and clarify information as needed. QUALIFICATIONS Essential • Bachelor Degree in a numerate discipline • At least 2 years in a consulting/ advisory/ problem solving environment Qualified candidates should send their cvs to careers@konga, using “Executive Assistant to the Director Fulfilment” as subject of mail. Deadline: Friday Jan 9 2015.
Posted on: Sun, 11 Jan 2015 09:07:56 +0000