Job Title: Executive Assistant / Personal Assistant
Location: Victoria Island, Lagos (Onsite)
Reports To: Managing Director / CEO
Application Email: [email protected] (Use “Executive Assistant” as the subject line)
Job Purpose
The Executive Assistant provides high-level administrative and operational support to the MD/CEO. This role ensures effective calendar management, communication flow, meeting coordination, travel logistics, and general administrative efficiency. The successful candidate will be proactive, highly organized, and capable of handling sensitive information with discretion.
Key Responsibilities
1. Calendar & Schedule Management
- Act as the primary gatekeeper to the CEO’s calendar and schedule.
- Plan and organize meetings, appointments, and engagements based on priorities and deadlines.
- Send daily work schedules and ensure printed versions are available.
- Maintain a conflict-free and up-to-date calendar.
2. Communication Management
- Monitor and manage the CEO’s inbox, prioritizing important communications and reducing
unnecessary distractions.
- Draft, format, and send internal and external communications as needed.
- Liaise with staff, external stakeholders, and Board members on behalf of the CEO.
3. Travel & Logistics Coordination
- Organize travel arrangements including flights, accommodation, ground transportation, and event registration.
- Ensure seamless travel plans aligned with the CEO’s calendar.
- Confirm bookings and coordinate reimbursements or advances when required.
4. Meeting Support
- Schedule and organize all virtual and physical meetings.
- Send reminders, share meeting briefs, prepare necessary documentation, and ensure meetings start on time.
- Take and circulate minutes of meetings, including weekly operations meetings.
5. Administrative & Operational Support
- Maintain cleanliness and readiness of the CEO’s office.
- Ensure daily provision of lunch, coffee/tea, and tech setup (e.g., laptop readiness).
- Handle credit and data top-ups, fuel card replenishment, and monthly reconciliations.
- Coordinate special tasks such as birthday gifts and official purchases.
C. Strategic & Discretionary Tasks
- Keep records of decisions and maintain updated logs.
- Conduct research or gather data for the CEO as needed.
- Exercise judgment and maintain confidentiality in all matters.
Daily, Weekly, and Monthly Routine
| Frequency | Tasks |
| Daily | Ensure office readiness, update schedule, check for changes, manage tech and meals, prepare for meetings. |
| Weekly | Reconcile expenses, review travel logistics, and take meeting minutes. |
| Monthly | Top up fuel card, renew phone/data subscriptions, and support special events as required. |
Qualifications s Skills
- Bachelor’s degree in a relevant field preferred.
- Minimum of 3 years’ experience in a similar executive assistant or high-level administrative role.
- Excellent organizational and time management skills.
- Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and calendar management tools.
- Strong written and verbal communication skills.
- High level of professionalism, discretion, and confidentiality.
- Ability to work independently and manage multiple tasks under pressure.
Note: Only candidates residing in Lagos will be considered.
