Executive Assistant

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.