Personal / Executive Assistant (Lekki)

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.
• Organising and sometimes attending meetings, taking minutes / notes and ensuring the Partner is well-prepared for meetings by organising meeting notes prior to such meetings.
• Taking dictation on various matters from Partner.
• Deputising for Partner, making decisions and delegating work to others in Partner’s absence.
• Representing Partner at events if necessary.
• Organising team building events as required.
• Organising 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.
• Organising 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.
• Organising, 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 :

Person Specification :

Knowledge Needs :

Note : Only shortlisted candidates will be contacted.