Administrative Assistant at Onstream Group

Onstream Group – With over 35 years of international experience within the Oil & Gas Industry and Industrial markets. The Onstream Group has strategically aligned itself with its business partners & affiliates to provide cost-effective and operational efficient solutions.

We are recruiting to fill the position below:

Job Title: Administrative Assistant

Location: Lagos, Nigeria

Job Description

Executive Management ’s technical writing including presentations, reports, letters, articles and speeches where appropriate.
Provision of minutes of meetings and executive summaries for meeting attended with or/ on behalf of the Executive Management.
Handling communications on behalf of the Executive Management, including daily maintenance of diary, arranging/accepting meetings and telephone calls maintain and manages diaries and meeting commitments.
Carryout proper tracking of the Executive Management’s schedules, deliverables and activities to keep projects on schedule to ensure consistent and procedural performance of routines.
Organize and co-ordinate corporate travel and accommodation arrangements for the Executive Management and external parties on the Executive Management ’s request. Manage complex domestic and international travel arrangements.
Work with the Executive Management on research trends and industry-related activities for potential business opportunities.
Preparing agendas and making arrangements for Management, Committee and other meetings. Taking minutes and noting action points agreed and ensure that the Executive Management are well-briefed for all meetings.
Represent the Executive Management in a professional and congenial manner in person, in telephone conversations, and in written correspondence.
Coordinates and manages Executive Management and project team correspondence with external parties, project teams and business partners.
Maintain a good level of confidentiality and safeguarding of Executive Management’s documents, decisions, conversations/correspondence Information.
To be the first point of contact for all enquiries related to the Executive Management; ensuring that they are acted upon efficiently and to a high standard or fielded effectively were necessary.
Direct contact with the company secretary and board members to schedule board meetings and other board communication as well as with NGMC and NGPTC on behalf of Executive Management.
Direct contact with the NGA secretary and council members to schedule meetings and other council communications.
Collaborate with Managers and other departments to carryout strategic assignments/functions as the need arises
Create and maintain lists, files, and databases in Executive Management’s office to enhance efficiency and productivity. Organize and maintain information that may be sensitive, confidential, or technical in nature.
Be proactive with an ability to anticipate needs
Assist to coordinate meetings with internal associates and external contacts. Schedule meeting rooms, visitor passes, and equipment as required. Draft, collect, and distribute supporting documentation.
Complete business expense claims promptly for the Executive Management and follow up on reimbursements if necessary.
Prepare presentation materials for meetings and other forum as assigned, working with other departments to gather data and trend information
Research, gathers, analyzes and evaluates relevant data and provide comprehensive reports.
Coordinate and ensure that the Executive Management’s office materials and inputs for board meetings, NGA etc. are adequately available.
Adhere to stated policies and procedures relating to health and safety, and quality management.
Perform other job-related assignments and requests of the Executive Management.