Executive Assistant

Job Summary

• A highly organised and proactive Executive Assistant with 2 years of experience providing administrative and executive support to senior management.
• Skilled in calendar management, meeting coordination, travel arrangements, correspondence, document preparation, and office administration.
• Demonstrates excellent communication, time management, and multitasking abilities, with a strong commitment to maintaining confidentiality, improving operational efficiency, and ensuring the smooth running of executive activities.

Key Responsibilities

• Manage the executive's calendar, schedule appointments, and coordinate meetings.
• Organise business meetings, prepare agendas, take minutes, and follow up on action items.
• Handle incoming and outgoing correspondence, including emails, phone calls, and official letters.
• Arrange domestic and international travel, including flight bookings, accommodation, and itineraries.
• Prepare reports, presentations, meeting notes, and other business documents.
• Maintain an organised filing system for confidential documents and important records.
• Screen calls, prioritise requests, and direct inquiries to the appropriate departments.
• Coordinate communication between the executive, employees, clients, and external stakeholders.
• Monitor deadlines, track assigned tasks, and follow up on pending projects and deliverables.
• Assist with expense tracking, invoice processing, and preparation of expense reports.
• Support the planning and coordination of corporate events, conferences, and business engagements.
• Conduct research and gather information to support executive decision-making.
• Handle sensitive information with discretion and maintain strict confidentiality.
• Perform general administrative duties and other tasks assigned by the executive.

Key Performance Indicators (KPIs)

• Accuracy and efficiency of calendar management
• Timely preparation of reports and documents
• Successful coordination of meetings and travel arrangements
• Timely follow-up on assigned tasks and action points
• Effective communication and stakeholder support
• Proper management of confidential records
• Overall executive satisfaction and administrative efficiency

Qualifications and Requirements

• Bachelor's Degree or HND in Business Administration, Office Management, or a related field is an advantage.
• Minimum of 2 years of experience in executive assistance, administrative support, or office administration.
• Proficiency in Microsoft Office applications, particularly Word, Excel, and PowerPoint.
• Familiarity with email and calendar management tools such as Microsoft Outlook or Google Workspace.
• Excellent written and verbal communication skills.
• Strong organisational, planning, and time management skills.
• Ability to multitask, prioritise competing demands, and meet deadlines.
• High level of professionalism, discretion, and confidentiality.
• Strong interpersonal skills and the ability to work with senior executives and diverse stakeholders.
• Ability to work independently and demonstrate initiative.

Key Skills and Competencies:

• Calendar and diary management
• Meeting and travel coordination
• Business correspondence and report writing
• Document preparation and record keeping
• Stakeholder communication
• Project and task coordination
• Time management and prioritisation
• Attention to detail
• Problem-solving and decision-making
• Confidentiality and professional discretion.