Executive Assistant

Role Overview

• Our client is seeking a highly organised, dependable and discreet Executive Assistant to provide comprehensive administrative and personal-office support to a senior executive and help ensure the smooth running of assigned office activities.
• The role will be based on-site in Lagos to provide coordination support to Head office in Abuja, including carrying out Lagos-based assignments and follow-up actions as directed by the executive or Abuja-based team.
• The ideal candidate is mature, professional, resourceful and comfortable supporting a senior leader with a high level of responsibility and attention to detail.

Key Responsibilities

• Provide day-to-day administrative and executive support, ensuring that assigned tasks, instructions and follow-ups are handled accurately and on time.
• Manage the executive's calendar, schedule appointments, coordinate meetings and communicate changes to relevant parties.
• Arrange meeting logistics, including venue bookings, access arrangements, preparation of documents, printing, photocopying and distribution of meeting materials.
• Prepare, format, proofread and present business correspondence, reports, briefing notes, minutes, schedules and other documents.
• Develop and update professional PowerPoint presentations, management reports, Excel trackers, spreadsheets and administrative records.
• Handle printing, scanning, binding, filing, document collation and dispatch, ensuring that documents are complete, legible and professionally presented.
• Coordinate local assignments and administrative assignments in Lagos based on instructions received from the executive or the Abuja office, ensuring timely completion and clear feedback.
• Serve as a reliable communication link between the executive, Lagos office, Abuja office, staff, vendors and other external contacts.
• Receive, screen, prioritise and direct calls, messages, emails and visitors as appropriate; ensure important matters are brought to the executive's attention promptly.
• Make travel arrangements where required, including flight bookings, accommodation, ground transportation, itineraries and supporting documentation.
• Assist with basic financial and administrative documentation, including preparing expense schedules, tracking receipts, organising invoices and maintaining records for review and approval.
• Liaise with finance or accounts personnel to follow up on invoices, payment documentation, reimbursements and other administrative finance matters, without independently approving payments unless expressly authorised.
• Maintain organised physical and electronic filing systems for correspondence, reports, contracts, receipts, meeting records and other confidential documents.
• Track action points, deadlines and pending requests; follow up with relevant individuals and provide concise status updates.
• Support the preparation of management reports by gathering information, updating trackers, checking document accuracy and presenting information in a clear format.
• Coordinate office supplies, printing requirements, courier services, document collection and other routine office administration.
• Assist with arrangements for visitors, meetings and official engagements, ensuring that the executive's requirements are anticipated and properly coordinated.
• Handle confidential business, financial and personal information with tact, discretion and professionalism.
• Undertake other reasonable administrative and coordination duties assigned by the executive or management.

Required Qualifications and Experience

• A bachelor's degree or HND in Business Administration, Office Management, Accounting, Finance, Management or a related discipline.
• At least 7 years of experience as an Executive Assistant, Personal Assistant, Administrative Officer, Office Manager or in a similar support role, preferably supporting a senior executive or business leader.
• Age between 33 - 40.
• A finance, accounting or business administration background will be an advantage, particularly experience handling invoices, expense records, receipts and basic financial documentation.
• Strong proficiency in Microsoft Word, Excel and PowerPoint, including document formatting, spreadsheet management, report preparation and presentation development.
• Excellent written and verbal communication skills and the ability to prepare clear, professional business documents.
• Experience coordinating meetings, travel, accommodation, assignments, office administration and communication across more than one office location.
• Good organisational and record-keeping skills, with the ability to manage multiple assignments and meet deadlines.
• A valid driver's licence and the ability to travel within Lagos for work-related assignments will be an advantage.

Core Competencies and Personal Attributes:

• Mature, dependable, composed and professional in manner.
• High integrity and discretion when handling confidential information and sensitive instructions.
• Proactive and resourceful, with the ability to anticipate needs and complete tasks with minimal supervision.
• Strong attention to detail, accuracy and quality of presentation.
• Excellent time management, organisation and follow-through.
• Polite, confident and effective when dealing with senior executives, colleagues, vendors and visitors.
• Practical problem-solving ability and willingness to take ownership of assigned tasks.
• Flexible and responsive to changing priorities while maintaining a calm and respectful approach.
• Comfortable carrying out office-based duties as well as Lagos-based assignments when required.

Performance Expectations:

• Executive instructions and assigned tasks are completed accurately and within agreed timelines.
• Reports, presentations and other documents are professionally formatted, accurate and ready when required.
• Meetings, travel, accommodation and administrative arrangements are coordinated efficiently.
• Lagos-based assignments and cross-office requests are completed with timely status updates.
• Records, invoices, receipts and office documents are properly organised and retrievable.
• Communication is handled promptly, courteously and with appropriate discretion.
• The executive receives reliable administrative support and is kept informed of outstanding actions.

Working Relationships:

• The Executive Assistant will work closely with the assigned executive, the Abuja and Lagos offices, management, finance and administrative personnel, vendors, service providers and other external contacts.