About Company
Mac-Alba Limited is a leading and dynamic player in Nigeria’s logistics, shipping, and supply chain sector. For over two decades, we have been committed to delivering exceptional services that connect businesses to global opportunities. Our operations span freight forwarding, customs brokerage, warehousing, and comprehensive maritime logistics, empowering trade and economic growth across the nation. At Mac-Alba, we pride ourselves on a culture of excellence, innovation, and unwavering client satisfaction. We believe that our success is built on the strength of our team, fostering a collaborative and supportive environment where every individual can thrive and contribute meaningfully to our overarching mission.
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Job Description
We are seeking a highly motivated, exceptionally organized, and discreet Executive Secretary to provide comprehensive administrative and executive support to our senior leadership team in Ajegunle, Apapa. This pivotal role requires a proactive individual who can anticipate needs, manage complex schedules, and ensure the smooth and efficient operation of the executive office. As an Executive Secretary, you will be the central point of contact for internal and external stakeholders, handling sensitive information with utmost confidentiality and professionalism. Your ability to streamline processes, manage communications, and execute tasks with precision will be crucial to the continued success of our executive functions and the overall productivity of the company. This is an incredible opportunity for a seasoned administrative professional to become an indispensable part of a thriving organization, directly contributing to strategic objectives and operational excellence.
Key Responsibilities
- Manage and maintain executives' complex calendars, including scheduling meetings, appointments, and travel itineraries.
- Prepare and compile reports, presentations, and correspondence, ensuring accuracy, proper formatting, and timely delivery.
- Act as a primary point of contact for internal and external communications, screening calls, emails, and visitors.
- Organize and coordinate board meetings, team meetings, and corporate events, including venue booking, agenda preparation, and minute-taking.
- Handle confidential documents and information with discretion and integrity, maintaining strict confidentiality.
- Oversee office supplies inventory, place orders, and manage vendor relationships to ensure efficient office operations.
- Facilitate travel arrangements, including booking flights, accommodation, and ground transportation, and preparing detailed itineraries.
- Assist with personal assistant duties for executives as required, ensuring their administrative needs are met.
- Process expense reports, invoices, and other financial documentation accurately and in a timely manner.
- Develop and maintain efficient filing systems, both electronic and physical, for quick retrieval of documents.
- Proactively identify and address administrative challenges, offering solutions to improve workflow and efficiency.
Required Skills
- Minimum of 3 years of proven experience as an Executive Secretary or Senior Administrative Assistant.
- Exceptional proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams).
- Excellent written and verbal communication skills in English.
- Strong organizational and time management abilities, with a keen eye for detail.
- Demonstrated ability to maintain high levels of confidentiality and exercise sound judgment.
- Proactive problem-solving skills and the ability to work independently and as part of a team.
- Professional demeanor and outstanding interpersonal skills.
Preferred Qualifications
- Bachelor’s degree or HND in Business Administration, Secretarial Studies, or a related field.
- Experience working in the logistics, maritime, or related service industries.
- Familiarity with project management tools or enterprise resource planning (ERP) software.
- Certifications in administrative professional roles (e.g., CAP, CPS).
Perks & Benefits
- Competitive salary and performance-based bonuses.
- Comprehensive health insurance package.
- Pension scheme contributions.
- Opportunities for professional development and continuous learning.
- A supportive and collaborative work environment.
- Paid annual leave and public holidays.
- Access to modern office facilities and technology.
How to Apply
Interested and qualified candidates are encouraged to apply by clicking on the application link below. Please ensure your resume highlights your relevant experience and skills that align with this role. Applications will be reviewed on a rolling basis until the position is filled. Only shortlisted candidates will be contacted for an interview.
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