Front Office Executive / Secretary at Zurishaddai Recruitment Agency

Job Description

• We are seeking a competent Front Office Executive/Secretary to provide essential support to our high-ranking officials.
• You will play a crucial role in organizing and maintaining the executive’s schedule, as well as performing various administrative tasks.
• As an Executive Secretary, you must possess exceptional time-management and multitasking skills to handle multiple responsibilities efficiently.
• Your diligence and competence will allow executives to focus on their managerial duties without distractions.
• Your primary objective will be to enhance the overall efficiency of our business by ensuring the timely and efficient completion of all assigned administrative tasks.
• Join our team and contribute to the smooth operation of our organization by providing invaluable support to our executives.

Job Duties & Responsibilities

• Greet guests and provide them with superb customer service.
• Ensure the front desk is neat, presentable, and equipped with all the necessary supplies such as pens, forms, and paper.
• Answer all client questions and incoming calls.
• Ensure executive’s office is not crowded
• Redirect phone calls to the appropriate department and take down messages.
• Accept all letters and packages, and distribute them to their appropriate departments.
• Monitor, organize and forward emails.
• Track and order office equipment and supplies.
• Maintain records and files.
• Oversee the office budget.
• Maintain executive’s agenda and assist in planning appointments, board meetings, conferences etc.
• Attend meetings and keep minutes
• Handleand prioritize all outgoing or incoming correspondence (e-mail, letters, packages etc.)
• Make travel arrangements for executives
• Handle confidential documents ensuring they remain secure
• Prepare invoices or financial statements and provide assistance in bookkeeping
• Maintain electronic and paper records ensuring information is organized and easily accessible
• Conduct research and prepare presentations or reports as assigned
• Perform other related tasks as required by management.

Requirements and Skills

• HND / B.Sc Degrees in Secretarial Studies, Office Technology / Management / Business Administration, or relative fields
• 2 - 4 years proven experience as executive secretary or similar administrative role
• Proficient in MS Office and “back-office” software (e.g. ERP)
• In depth knowledge of office management and basic accounting procedures as well as technical vocabulary of relevant industry
• Familiarity with basic research methods and reporting techniques
• Excellent organizational and time-management skills
• Outstanding communication and negotiation abilities
• Integrity and confidentiality
• Must reside in Ejigbo.