Relief Secretary

MAIN FUNCTIONS

To provide secretarial and administrative relief services across Lagos-based entities, ensuring effective executive support, correspondence management, scheduling, document control, stakeholder coordination, and procurement support while maintaining confidentiality and compliance with company policies.

TASK AND RESPONSIBILITIES

• • Provide secretarial cover for departments and senior executives during the absence of their regular secretaries.
  • Manage executive calendars, appointments, meetings, and internal and external correspondence.
  • Prepare meeting minutes, reports, letters, and memoranda, ensuring timely distribution and proper documentation.
  • Maintain accurate records, databases, filing systems, and document control processes.
  • Coordinate visitor reception, business travel, accommodation, visa bookings, mission orders, and expense claims.
  • Liaise with logistics teams to arrange vehicles, drivers, and transportation for official engagements.
  • Monitor office supplies, coordinate administrative procurement, and act as the departmental decentralized buyer when assigned.
  • Update PFS records relating to third-party services and support vendor administration.
  • Assist with employee onboarding, special projects, audits, events, and other operational activities.
  • Provide confidential executive support to the EGM and other senior management personnel.
  • Support the Employee Relations team with administrative duties when not assigned to relief coverage.
  • Adhere to company policies, HSE requirements, ethics standards, and mandatory compliance training.

QUALIFICATIONS

• HND or Bachelor's degree in Secretarial Studies, Business Administration, Human Resources, or a related discipline.
• Minimum of five (5) years of relevant secretarial or administrative experience.
• Proficiency in Microsoft Office applications.
• Working knowledge of SAP.
• Strong organisational, communication, interpersonal, and time-management skills.
• Ability to work independently, manage competing priorities, and maintain confidentiality.
• Knowledge of AI tools such as Microsoft Copilot and Claude, as well as content creation skills, is an added advantage.