Job Title: Executive Assistant
Location: Lagos
Job Type: Full-time
Reports To: Executive Management
Job Summary
- We are seeking a highly organised, proactive and tech-savvy Executive Assistant to provide high-level administrative and executive support to the Managing Director (MD) and senior management.
- The successful candidate will help maximise executive productivity through effective schedule management, meeting coordination, travel arrangements, correspondence, research and document preparation.
- The role requires strong administrative expertise, excellent communication skills, discretion and the ability to use modern digital tools and AI-enabled solutions to streamline workflows, improve information management and enhance productivity.
Key Responsibilities
- Manage the MD’s calendar, appointments, meetings and daily schedule to ensure effective use of executive time.
- Coordinate business travel, including flights, accommodation, visas and itineraries.
- Manage incoming and outgoing correspondence, emails, telephone calls and other communications, including drafting responses on behalf of executive management.
- Prepare, review and edit reports, presentations, briefing papers, meeting notes and other executive documents.
- Organise virtual and physical meetings, prepare agendas and supporting materials, capture meeting notes and action items, and track follow-up activities.
- Use digital meeting tools to support meeting annotation, transcription, documentation and action tracking, where appropriate.
- Leverage Microsoft 365 applications, including Teams, Outlook, Word, Excel, PowerPoint and other relevant productivity tools, to improve administrative efficiency.
- Maintain organised digital records and manage documents using cloud storage, shared workspaces and collaboration platforms.
- Use AI-enabled tools responsibly to support research, summarisation, drafting, information organisation and routine administrative tasks, while verifying outputs and protecting confidential information.
- Conduct background research, consolidate information and present findings to support executive decision-making.
- Maintain efficient office systems, databases, electronic filing structures and document control processes.
- Handle confidential information and sensitive business matters with discretion and professionalism.
- Liaise with clients, suppliers, business partners and internal stakeholders on behalf of executive management.
- Anticipate executive needs, proactively address administrative priorities and ensure timely follow-up on outstanding requests.
- Provide administrative support to other team members as required.
Performance Expectations
Success in this role will be measured by:
- Timely responses to administrative requests and effective follow-up.
- Efficient management of executive schedules, meetings and travel.
- Accuracy and quality of reports, correspondence and presentations.
- Effective use of digital tools to improve administrative efficiency.
- Proper organisation, accessibility and security of digital records.
- Timely tracking and completion of meeting actions and assigned tasks.
- Responsible handling of confidential information and AI-assisted outputs.
- Effective stakeholder communication and coordination.
Qualifications & Experience
- Bachelor’s Degree from an accredited university.
- Minimum 4 years of progressive experience in executive assistance, administration or a similar role.
- Previous experience in the oil and gas industry is an advantage.
- Strong written and verbal communication, interpersonal and presentation skills.
- Demonstrated ability to build professional relationships and communicate effectively with stakeholders at different levels.
- Strong digital literacy and proficiency in Microsoft 365, particularly Microsoft Teams, Outlook, Word, Excel and PowerPoint.
- Practical familiarity with virtual meeting platforms, digital note-taking and annotation tools, cloud storage, document-sharing systems and online collaboration platforms.
- Ability to use AI productivity tools effectively and responsibly to improve research, documentation and administrative workflows.
- Excellent organisational, time-management, prioritisation and problem-solving skills.
- Strong understanding of confidentiality, information security and appropriate handling of sensitive business information.
- Ability to work under pressure, manage competing priorities and meet tight deadlines.
Technical & Administrative Expertise:
- Executive calendar, diary and task management.
- Microsoft 365 applications and digital collaboration tools.
- Microsoft Teams and virtual meeting coordination.
- Meeting documentation, note-taking, annotation and action tracking.
- Cloud-based file storage, document sharing and records management.
- AI-assisted research, summarisation, drafting and productivity workflows.
- Business travel, accommodation and visa coordination.
- Professional correspondence, email and stakeholder communication.
- Report writing, presentation development and document preparation.
- Electronic filing, information organisation and document control.
- Data handling, confidentiality and information security awareness.
What We Value:
- Proactive thinking and the ability to anticipate executive needs.
- Strong digital adaptability and willingness to learn new tools and technologies.
- Practical problem-solving and a continuous improvement mindset.
- Responsible use of AI and digital tools, with sound judgement and attention to accuracy.
- Exceptional attention to detail and organisational discipline.
- Strong interpersonal skills and professional communication.
- Discretion, integrity and respect for confidentiality.
- Flexibility and adaptability in a dynamic business environment.
- Ability to manage competing priorities while maintaining high-quality output.
- Professionalism and the ability to represent executive management appropriately.
Working Conditions:
- Primarily office-based in a professional business environment.
- Occasional business travel may be required.
- Flexibility may be necessary to accommodate executive schedules and urgent business priorities.
- The role requires effective use of digital tools and collaboration platforms to support executive and administrative activities.
Why Join Us?
- This is an opportunity to work closely with executive management at Terra Energy Services Nig. Ltd., contribute to effective leadership and business coordination, and apply modern digital and AI-enabled tools to improve productivity, strengthen administrative processes and support organisational efficiency.
Application Closing Date
Not Specified.
Interested and qualified candidates should send their CV and a covering letter to: careers@terranig.com using the Job Title as the subject of the email.
