Location: Lagos
Employment Type: Full-time
Job Overview
- We are seeking an exceptional Executive Assistant to support the Office of the Chief Executive Officer (CEO) and Chief Operating Officer (COO).
- This role is responsible for managing executive priorities, protecting leadership time, coordinating critical information flow, documenting management decisions, and ensuring timely follow-through on strategic actions.
- The successful candidate will serve as the operational centre of the executive office — ensuring meetings are effectively coordinated, decisions are properly recorded, documents meet professional standards, and commitments are tracked through completion.
- This is a high-visibility role suited for a highly organised professional who thrives in a fast-paced environment and understands the importance of confidentiality, accuracy, and executive effectiveness.
- The Executive Assistant will coordinate procurement and expenditure requests through approved processes but will not hold approval authority
Key Responsibilities
Executive Calendar and Time Management:
- Manage and coordinate the calendars of the CEO and COO, resolving conflicts and ensuring effective use of executive time.
- Screen, prioritise, and route incoming correspondence, calls, requests, and meeting invitations.
- Identify urgent matters requiring executive attention and appropriately manage routine requests.
- Prepare briefing notes, talking points, background information, and meeting materials ahead of executive engagements.
- Maintain a live tracker of executive commitments, decisions, and follow-up actions to ensure timely closure.
Meeting Coordination and Documentation:
- Receive and manage meeting requests, confirm availability, and coordinate attendance.
- Schedule meetings, issue invitations, and circulate agendas and supporting documents in advance.
- Attend meetings where required and prepare accurate minutes capturing:
- Decisions made
- Action points
- Assigned responsibilities
- Deadlines
- Circulate minutes promptly and track action items until completion or formal rescheduling.
- Maintain an organised register of management, departmental, board, and external meeting records.
Document and Report Management:
- Manage document and report requests from executives and functional leaders.
- Review documents for accuracy, completeness, consistency, and professional presentation.
- Prepare and format documents according to approved corporate standards, including:
- Letterhead
- Structure
- Formatting style
- Presentation quality
- Footer requirements
- Route documents for review and approval before external release.
- Track deadlines relating to:
- Regulatory requirements
- Investor and lender deliverables
- Compliance renewals
- Internal reporting
- Maintain secure document repositories and data rooms with proper:
- Version control
- Access management
- Document retention practices
Executive Travel and Event Coordination:
- Coordinate executive travel arrangements, including:
- Flights
- Accommodation
- Transportation
- Venues
- Visas and protocols where required
- Research travel options and provide cost comparisons for approval.
- Prepare complete travel itineraries covering schedules, contacts, locations, meetings, and required documents.
- Coordinate executive meetings, corporate events, site visits, and stakeholder engagements from planning through completion.
Support for Functional Leaders:
- Act as the central scheduling and documentation point of contact for departmental leaders.
- Coordinate information flow across business functions.
- Consolidate departmental inputs into management reports, strategy sessions, and review meetings.
- Track departmental milestones and provide timely reminders before key deadlines.
- Provide administrative, meeting, correspondence, and formatting support while maintaining appropriate boundaries around technical and commercial decisions.
Governance and Records Management:
- Maintain registers of governance documents, policies, and organisational frameworks.
- Monitor document review dates and ensure records remain current.
- Support due diligence exercises and preparation of information rooms for external stakeholders.
- Maintain statutory and regulatory renewal trackers.
- Promote accurate record keeping and proper use of approved business systems.
Daily Executive Office Close-Out:
- Review outstanding tasks and confirm progress with responsible owners.
- Send required reminders and follow-ups before close of business.
- Update executive calendars with changes, cancellations, and new commitments.
- Prepare a next-day executive brief covering:
- Schedule
- Priorities
- Pending decisions
- Documents awaiting review or signature
Performance Expectations:
Performance will be measured against agreed objectives, including:
- Meeting minutes and action points circulated within 24 hours.
- Executive meeting agendas and briefing packs prepared at least 24 hours before meetings.
- 95% or higher completion rate for action items by agreed deadlines.
- Documents prepared and routed within agreed timelines.
- 95% or higher accuracy and quality standard for released documents.
- Zero missed statutory, regulatory, or critical business deadlines.
- Complete travel itineraries issued at least 48 hours before departure.
- Daily next-day executive briefs consistently delivered.
- Executive documents properly filed within 48 hours.
- Zero confirmed confidentiality breaches.
Qualifications and Experience
Essential Requirements:
- Bachelor’s degree or HND in Business Administration, Secretarial Studies, Social Sciences, Communications, or related discipline.
- 3–5 years’ experience supporting senior executives as an Executive Assistant, Personal Assistant, or similar administrative role.
- Strong capability in:
- Minute-taking
- Business writing
- Report preparation
- Document formatting
- Advanced proficiency in:
- Microsoft Word
- Microsoft Excel
- Microsoft PowerPoint
- Microsoft Outlook
- Calendar management tools
- Demonstrated ability to manage confidential information and multiple priorities independently.
Preferred Requirements:
- Experience in energy, oil and gas, infrastructure, construction, finance, or similar industries.
- Understanding of regulatory and corporate environments.
- Experience supporting due diligence processes, data rooms, lender reporting, or investor documentation.
- Professional certification in executive support, administration, or corporate governance.
- Knowledge of accounting or enterprise business systems.
Ideal Candidate Profile:
The ideal candidate is:
- Highly organised, detail-focused, and dependable.
- Proactive with strong follow-through skills.
- Able to identify errors in documents, dates, figures, and schedules before they become issues.
- Naturally discreet and trusted with sensitive information.
- Calm under pressure and able to manage competing priorities.
- Professional, courteous, and confident when engaging with senior stakeholders.
- Comfortable escalating risks early to prevent missed deadlines.
Scope and Authority:
The role may:
- Manage executive calendar time within agreed guidelines.
- Request information and inputs from departments.
- Send reminders and follow-ups on behalf of executives.
- Release approved documents to external parties after proper authorisation.
The role may not:
- Approve company expenditure.
- Commit the organisation contractually.
- Release confidential documents without approval.
- Disclose sensitive information.
- Alter executive decisions without written instruction..
Working Conditions:
- Full-time, office-based role.
- Occasional travel may be required for meetings, site visits, and executive engagements.
- Flexibility required to support executive schedules, deadlines, and business priorities.
- Competitive compensation and professional development opportunities.
Salary
N350,000 - N450,000 per month.
Application Closing Date
1st October, 2026.
Interested and qualified candidates should send their Resume to: ndibuagupaul@gmail.com using the Job Title as the subject of the mail.
