Administrative Assistant & Receptionist at The Healthcare Federation of Nigeria “HFN” in Lagos State

Job Description

Key Responsibilities

Front Office Management:

Greet and welcome visitors and guests, ensuring a warm and professional reception experience.
Answer and direct phone calls and manage general inquiries through email or in-person visits.
Manage the office and reception area, ensuring it is well-presented and welcoming at all times.

Administrative Support:

Assist in scheduling and organizing meetings for the Executive Secretary and other team members.
Handle office correspondence, including receiving and distributing mail, packages, and other communications.
Maintain office supplies and liaise with vendors for procurement of office materials.
Ensure the office remains clean, organized, and operational at all times.

Minute-Taking:

Assist in taking notes at Exco meetings.
Draft timely minutes for Exco meetingsand follow up with the Executive Secretary for the execution of all tasks.

Office Management:

Support the day-to-day running of the HFN Secretariat, including managing the office calendar and coordinating office events.
Assist with document filing and maintaining proper documentation for office operations.
Provide support in organizing internal and external events, including liaising with event vendors.

Executive Assistance:

Work closely with the Executive Secretary to manage schedules, appointments, and internal communication.
Support the Executive Secretary with tracking and following up on tasks, deliverables, and projects.
Draft and send follow-up communications to stakeholders as required.

Required Skills & Qualifications

Education: Minimum of an OND/HND in Business Administration, Secretarial Studies, or a related field.
Experience: At least 2 years of experience in a front desk or administrative role.
Strong organizational and multi-tasking skills.
Excellent communication skills, both written and verbal.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
Ability to handle confidential information with discretion.
Strong attention to detail and ability to take accurate minutes.

Key Attributes:

Professional, courteous, and customer-focused demeanor.
Highly proactive and able to follow up on tasks with minimal supervision.
Excellent time management and organizational skills.
Strong interpersonal skills and ability to communicate effectively with internal and external stakeholders.

Method of Application
Interested and qualified candidates should send their CV to: info@hfnigeria.com using the Job Title as the subject of the mail.