Job Title: Executive Assistant
Location: Abuja (FCT)
Employment Type: Full-time
Department: Executive Office / Administration
Job Summary
- The Executive Assistant provides high-level administrative, organizational, and operational support to the CEO, Managing Director, or other senior executives.
- The role involves managing schedules, coordinating meetings, handling confidential information, preparing reports, facilitating communication, and ensuring the smooth and efficient running of the executive office.
- The ideal candidate must be highly organized, proactive, discreet, detail-oriented, and capable of managing multiple priorities in a fast-paced business environment.
Key Responsibilities
Executive Support and Calendar Management:
- Manage the executive's calendar, appointments, meetings, and engagements.
- Coordinate internal and external meetings, including preparing agendas and taking minutes where required.
- Arrange travel itineraries, hotel reservations, transportation, and related logistics.
- Monitor deadlines, follow up on pending tasks, and ensure timely completion of assignments.
Communication and Correspondence:
- Manage emails, telephone calls, letters, and other correspondence on behalf of the executive.
- Draft, review, and proofread emails, reports, presentations, memos, and official documents.
- Serve as a liaison between the executive, employees, clients, business partners, and other stakeholders.
- Ensure professional, timely, and appropriate communication across all engagements.
Administrative and Operational Support:
- Prepare meeting materials, presentations, reports, and briefing notes.
- Maintain accurate records, filing systems, and executive office documentation.
- Coordinate office activities and support special projects assigned by the executive.
- Track action items from meetings and follow up with relevant departments to ensure implementation.
- Assist with expense tracking, invoice processing, and preparation of reimbursement requests.
Meeting and Project Coordination:
- Organize management meetings, board meetings, conferences, and corporate events.
- Prepare meeting agendas, distribute relevant documents, and record minutes when required.
- Monitor project timelines and communicate progress updates to the executive.
- Coordinate with departments to obtain reports, updates, and other required information.
Confidentiality and Professionalism:
- Handle sensitive business, financial, personnel, and executive information with strict confidentiality.
- Exercise sound judgment when managing confidential correspondence and executive decisions.
- Represent the executive office professionally in all internal and external interactions.
- Identify potential scheduling conflicts, administrative challenges, and operational issues and recommend solutions.
Key Performance Indicators (KPIs)
Performance will be assessed based on:
- Effective management of the executive's calendar and appointments.
- Timely preparation and delivery of reports, correspondence, and meeting documents.
- Accuracy and completeness of meeting minutes and action-item tracking.
- Timely follow-up and closure of assigned tasks.
- Efficient coordination of meetings, travel, and executive engagements.
- Quality of communication and stakeholder feedback.
- Compliance with confidentiality and document-management standards.
- Overall contribution to executive productivity and office efficiency.
Qualifications and Requirements
- Bachelor's Degree or HND in Business Administration, Management, Office Technology and Management, or a related field.
- A minimum of 2–5 years of relevant experience in executive assistance, personal assistance, administration, or office management.
- Proven experience supporting senior management or C-suite executives is an advantage.
- Strong written and verbal communication skills.
- Excellent organizational, planning, and time-management abilities.
- Proficiency in Microsoft Office applications, particularly Word, Excel, PowerPoint, and Outlook, or equivalent productivity tools.
- Experience with virtual meeting platforms, digital calendars, and document management systems.
- High levels of integrity, discretion, professionalism, and attention to detail.
- Ability to multitask, prioritize competing demands, and work independently with minimal supervision.
Key Competencies:
- Excellent interpersonal and stakeholder management skills.
- Strong problem-solving and decision-making abilities.
- Proactive approach to tasks and responsibilities.
- Effective coordination and follow-up skills.
- Adaptability and resilience under pressure.
- High level of accuracy and attention to detail.
- Ability to anticipate executive needs and manage competing priorities.
- Strong sense of accountability and ownership.
Working Relationships:
The Executive Assistant will work closely with:
- The CEO/Managing Director and senior management team.
- Department heads and other employees.
- Clients, vendors, consultants, and business partners.
- External stakeholders and relevant service providers.
Application Closing Date
Not Specified.
Interested and qualified candidates should send their CV to: talentadvisors.19@gmail.com using the job title as the subject of the email.
