Executive Assistant & Admin

Responsibilities:

• Provide comprehensive executive support to the executive by managing calendars, scheduling appointments, coordinating meetings, prioritising daily activities, and ensuring effective time management.
• Manage all executive correspondence, including emails, letters, reports, presentations, proposals, and other confidential documents, ensuring accuracy, professionalism, and timely follow-up.
• Coordinate local and international travel arrangements, accommodation, itineraries, visas (where applicable), logistics, and expense documentation for the Managing Director and other designated personnel.
• Serve as the primary liaison between the executive office and internal teams, clients, vendors, partners, and other stakeholders, ensuring seamless communication and timely resolution of requests.
• Oversee the company's administrative operations, ensuring efficient office management, proper documentation, organised filing systems, and compliance with established administrative procedures.
• Coordinate company-wide meetings, strategy sessions, client presentations, project reviews, and management engagements, including preparing agendas, recording minutes, tracking action points, and ensuring timely follow-up on deliverables.
• Monitor and coordinate the execution of projects, assignments, and operational activities across departments, ensuring deadlines, priorities, and deliverables are effectively managed.
• Manage office procurement activities, including sourcing vendors, obtaining quotations, processing purchases, monitoring office inventory, and ensuring the availability of office supplies, equipment, and operational resources.
• Maintain and manage company records, contracts, databases, licenses, confidential files, and other corporate documentation while ensuring accuracy, accessibility, and confidentiality.
• Coordinate client onboarding, maintain customer records, manage administrative support throughout project lifecycles, and ensure exceptional client service experiences from engagement to project completion.
• Support the planning, coordination, and execution of branding projects, corporate events, activations, exhibitions, client meetings, and internal company engagements by providing administrative and operational support.
• Develop, review, and continuously improve administrative systems, workflows, standard operating procedures, and documentation processes to enhance operational efficiency and business effectiveness.
• Prepare weekly, monthly, and quarterly executive reports, operational updates, administrative reports, and business performance summaries to support management decision-making and strategic planning.
• Monitor administrative budgets, process invoices, manage vendor payments in collaboration with the finance team, and ensure cost-effective utilisation of administrative resources.
• Other responsibilities as assigned by management.

Requirements:

• Bachelor’s Degree in Business Administration, Management, Office Administration, or a related field.
• Minimum of 3-5 years’ experience as an Executive Assistant, Administrative Officer, Office Manager, or similar role.
• Experience in branding, creative, events, marketing, consulting, or other service-based industries is strongly preferred.

Core Skills & Functional Competencies:

• Strong executive support, administrative management, and business coordination skills.
• Excellent calendar management, meeting coordination, travel planning, and executive correspondence management.
• Strong organisational, planning, prioritisation, and time management abilities with attention to detail.
• Excellent written and verbal communication skills with the ability to manage internal and external stakeholders.
• Strong project coordination and follow-up skills, with the ability to manage multiple priorities and deadlines.
• Ability to develop, maintain, and improve administrative systems, processes, and documentation workflows.
• Strong client relationship management and stakeholder engagement skills.
• High level of professionalism, confidentiality, discretion, and problem-solving ability.
• Experience using project management and productivity tools such as Asana, Trello, ClickUp, Notion, or similar platforms.

Remuneration: NGN 150,000 - 350,000 monthly