Personal Assistant (Lagos)

JOB DESCRIPTION

Our client is a reputable legal firm delivering outstanding legal services to a broad range of companies, private clients, and governments. They are currently looking to hire a Personal Assistant to provide dedicated support to a Partner; ensuring all secretarial and administrative tasks are handled efficiently and effectively.

Responsibilities:

Secretarial & Administrative Functions:

• Diary management: Managing the Partner’s electronic diary, handling the daily activities of the Partner. This includes handling phone calls, meetings, and appointments.
• Coordinating and scheduling daily agenda and to-do list, as well as weekly and monthly calendar appointments.
• Organizing and sometimes attending meetings, taking minutes/notes and ensuring the Partner is well-prepared for meetings by organizing meeting notes prior to such meetings.
• Taking dictation on various matters from Partner.
• Deputizing for Partner, making decisions and delegating work to others in Partner’s absence.
• Representing Partner at events if necessary.
• Organizing team building events as required.
• Organizing and maintaining all personal and professional files, ensuring that a comprehensive filing system is in place.
• Filing, managing databases and handling correspondence.
• Drafting letters and emails for the Partner’s final approval; Keeping the Partner updated about the recent updates like emails, letters, and information of similar nature.
• Attending to and monitoring urgent enquiries and issues ensuring that they are brought to Partner’s direct attention and where necessary, referring matters to the appropriate manager for action.
• Organizing and expediting flow of work, initiating follow up action where appropriate.
• Sourcing and ordering stationery, office equipment and provisions for the Partner.
• Proper management and arrangement of the Partner’s Library.
• Organizing, maintaining, and managing the Partner’s office systems.
• Managing all incoming and outgoing correspondence, i.e., sort and read mail, draft responses, maintain network database, receive, and send overnight packages.
• Meeting and greeting Partners’ visitors at all levels.
• Maintaining confidentiality, recording, and filing system for partner’s office.
• Managing Partner’s children’s academic and social activities/schedules in Nigeria and overseas.
• Liaising with other members of staff, vendors, and clients.
• Administering established guidelines for prioritizing work activities, evaluating effectiveness, and modifying activities as necessary.
• Reviewing statements, invoices, receipts, and charges for the Partner.
• Under Partner’s supervision, manage all household accounts payable and receivable, creating and managing monthly domestic expense reports and domestic staff salaries, and when required, managing external contractors’ schedules and expenses.
• When necessary, lead on and carry out background research, present findings and recommendations and produce documents, briefing papers and reports.

Other Functions:

• Attending meetings, participating in committees, and reporting to the Partner as needed/required.
• Coordinating and scheduling all local and overseas business and family vacation travel arrangements for Partner and occasionally, accommodation.
• Ordering and arranging payment of a variety of goods and services required by the Partner.
• Handling some personal work for the Partner including booking appointments for members of the Partner’s family.
• Handling and supervising other projects the Partner are involved in.
• Performing other related duties and responsibilities as directed.
• All other duties assigned from time to time.

Person Specification:

• Bachelor of Science or Arts (B.Sc. or BA) minimum
• Minimum of Four (4) years’ proven administrative experience.
• Ability to interact with top-level contacts with respect to highly sensitive and confidential information necessitating use of discretion and diplomacy.
• Ability to exercise discretion and judgment on key issues while assisting the Partner.
• Must be numerate and literate.
• Ability and willingness to work long hours.
• Ability to work weekends, where required to.
• Ability to work with minimal/no supervision.
• Ability to multitask with minimal or no errors.
• Ability to be a proactive thinker and an excellent problem solver.
• Flexibility and adaptability.
• Ability to manage multiple and rapidly changing priorities to meet the needs and expectations of the Partner.
• Ability to anticipate the Partner’s needs and collect or prepare information for review.
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.

Knowledge Needs:

• Office administrative and management practices and procedures.
• Principles and practices of sound business communication.
• Correct English usage, including spelling, grammar and punctuation.
• Rules and regulations for the conduct of public meetings.
• Standard word processing, spreadsheet, graphics, and other software packages.
• Budgeting, record keeping, filing, and purchasing practices and procedures.
• MSOffice (Outlook, Word, Excel, and PowerPoint), Teams, Adobe Acrobat, and SharePoint.

Note: Only shortlisted candidates will be contacted.

Job Type: Full-time