Job Summary
We seek a meticulous and well-organized Female Secretary to deliver comprehensive administrative and clerical assistance, ensuring seamless day-to-day office functionality.
The successful candidate will oversee all correspondence, organize and schedule meetings, manage records, coordinate office operations, and assist management with various administrative duties.
The position demands strong interpersonal abilities, strict adherence to confidentiality protocols, and a proven capacity to manage multiple tasks efficiently under tight deadlines.
Oversee a comprehensive range of duties encompassing strategic planning, operational execution, and performance evaluation to ensure organizational objectives are met. Develop and implement policies, procedures, and best practices that enhance efficiency, productivity, and compliance with industry standards. Lead cross-functional teams by fostering collaboration, delegating responsibilities, and providing mentorship to drive cohesive project outcomes. Monitor key performance indicators (KPIs) to assess progress, identify areas for improvement, and implement data-driven solutions. Serve as a liaison between departments and senior leadership to align initiatives with overarching business goals. Ensure adherence to legal, regulatory, and ethical guidelines while maintaining a culture of accountability and continuous improvement. Prepare and present detailed reports to stakeholders, highlighting achievements, challenges, and strategic recommendations.
Oversee routine office functions and deliver comprehensive administrative assistance to executive leadership.
Manage and coordinate appointments, meetings, and other engagements within executives’ calendars to ensure optimal scheduling and alignment with priorities.
Responsible for systematically arranging, updating, and safeguarding office files, records, and documentation to ensure accuracy and accessibility.
Compose, format, and disseminate professional communications such as letters, reports, memorandums, and electronic correspondence.
Handle incoming phone calls, greet visitors, and address inquiries with professionalism and courtesy.
Facilitate seamless collaboration by orchestrating internal communication channels and maintaining consistent information dissemination throughout all departments.
Oversee the office supplies inventory and manage procurement processes as needed to ensure adequate stock levels are maintained.
Organize and coordinate meetings, record detailed minutes, and ensure all action items are diligently followed up on as needed.
Manage confidential documents and sensitive information with the utmost care and discretion.
Facilitate travel arrangements, manage logistics coordination, and handle general office administration duties.
Maintain accurate and organized record-keeping and document management systems to ensure compliance and operational efficiency.
Provide support for various administrative tasks as directed by management.
Our ideal candidate must possess a minimum of five years of relevant experience in a similar role, along with a proven track record of delivering exceptional results. Proficiency in industry-standard software and tools is essential, as is a deep understanding of current trends and best practices. Strong analytical skills and the ability to solve complex problems efficiently are required. Excellent communication and teamwork abilities are also necessary to collaborate effectively with stakeholders at all levels. A bachelor’s degree in a related field is preferred, though equivalent professional experience may be considered.
A Higher National Diploma (HND) in Business Administration, Office Management, Secretarial Studies, or an equivalent field is required.
Applicants must possess 2 to 4 years of demonstrated experience in a supportive administrative capacity, such as a Secretary or Administrative Assistant role.
Demonstrated expertise in utilizing the Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook, is required.
Exceptional proficiency in both written and oral communication is essential.
Demonstrates exceptional proficiency in organizing tasks and managing time effectively.
Proven capacity to prioritize tasks efficiently while juggling multiple responsibilities simultaneously.
We require meticulous focus on detail and precision in all documentation tasks.
Maintains a polished and professional demeanor while demonstrating strong interpersonal abilities.
Responsible for safeguarding confidential information and handling sensitive data with the utmost discretion and integrity.
Required Skills: Proficiency in project management methodologies, including Agile and Scrum, with a proven ability to lead cross-functional teams; strong analytical skills to assess data and drive decisions; excellent communication and interpersonal abilities to collaborate effectively with stakeholders at all levels; demonstrated experience in budget management, ensuring cost efficiency without compromising quality; adept at identifying process improvements to enhance operational performance; familiarity with tools such as JIRA, Asana, or Trello for task and project tracking; a detail-oriented approach to problem-solving with a focus on delivering high-quality results; capacity to work under tight deadlines while maintaining high standards of accuracy and professionalism.
The role involves overseeing and coordinating administrative operations to ensure efficient workflow and organizational effectiveness. Responsibilities include managing office procedures, maintaining records, and facilitating communication between departments. This position requires strong organizational skills, attention to detail, and proficiency in office software. The ideal candidate will demonstrate leadership in process improvement and the ability to support multiple stakeholders with professionalism and discretion.
Efficiently organize, categorize, and maintain all digital and physical documents to ensure seamless retrieval and compliance with company standards. Implement structured filing systems, assign metadata, and enforce retention policies to safeguard sensitive information. Collaborate with departments to streamline document workflows, reducing redundancy and improving accessibility. Prioritize accuracy, confidentiality, and adherence to regulatory requirements while supporting cross-functional teams with timely and precise information retrieval.
Manages calendars and schedules to ensure efficient coordination of meetings, appointments, and events. Coordinates scheduling requests with stakeholders and ensures alignment with organizational priorities. Maintains accurate records of scheduled activities and updates stakeholders on any changes or conflicts. Handles multiple calendars simultaneously, prioritizing tasks based on urgency and importance. Ensures compliance with scheduling protocols and deadlines. Requires strong organizational skills, attention to detail, and proficiency in calendar management tools and software.
Effective communication and strong interpersonal abilities are essential for this role. You should be able to convey ideas clearly and listen actively, fostering collaboration with colleagues and stakeholders. Demonstrating empathy, emotional intelligence, and adaptability in diverse interactions is crucial for building and maintaining productive relationships. Your capacity to resolve conflicts, negotiate diplomatically, and engage positively in team settings will be vital for success.
Record Keeping & Documentation
Meeting Coordination & Minute Taking
Office Operations Management
Attention to Detail
Proficient time management skills are essential to excel in this role, enabling the efficient prioritization and completion of tasks within set deadlines. The position demands a keen ability to organize workloads, minimize distractions, and allocate resources effectively to meet project objectives. Strong discipline, structured planning, and adaptability to shifting priorities are critical for maintaining productivity and ensuring consistent performance. Candidates must demonstrate a commitment to structured scheduling and the capacity to balance competing demands without compromising quality or efficiency.
We seek an individual with strong analytical abilities to diagnose complex issues, identify root causes, and implement effective solutions. You will evaluate challenges methodically, considering multiple perspectives to develop innovative resolutions. The role demands adaptability to evolving circumstances and a commitment to thorough follow-through until problems are fully addressed.
Maintains a polished and professional demeanor in all interactions, ensuring respectful and courteous communication with colleagues, clients, and stakeholders. Demonstrates strong interpersonal skills to navigate diverse workplace dynamics and uphold organizational values. Adheres to company policies, industry standards, and ethical guidelines in both verbal and written communications. Exhibits discretion and confidentiality when handling sensitive information. Projects a professional image through appropriate attire, punctuality, and preparedness in meetings and presentations.
Manages confidentiality protocols to ensure the protection of sensitive information across all organizational operations, implementing stringent access controls and secure handling procedures. Develops and enforces policies to mitigate risks associated with data breaches or unauthorized disclosures, while conducting regular audits to verify compliance with regulatory standards and internal guidelines. Collaborates with cross-functional teams to establish best practices for information security, providing training and awareness programs to reinforce confidentiality awareness among employees. Monitors emerging threats and advises leadership on proactive measures to maintain the integrity and confidentiality of proprietary and customer data.
To initiate the application process, kindly follow the prescribed method outlined for submission. Ensure all required documentation and information are prepared in accordance with the specified guidelines before proceeding with the application.
Interested and qualified applicants are encouraged to submit their CVs via email to recruiter3@ascentech.com.ng, ensuring the job title and location are clearly stated in the subject line.
Qualifications
BA/BSc/HND
Experience Required
2 - 4 years
