Executive Assistant

Responsibilities:

Executive Office & Communication:

• Coordinate executive correspondence, travel arrangements, site visits, and deadline reminders.
• Screen requests, obtain supporting documents, and prepare clear emails, memos, letters, and decision-ready briefs.

Performance & Reporting:

• Collect standard departmental reports; check for completeness and internal consistency.
• Consolidate results, compare actual performance against targets, identify trends and variances, and track corrective actions.
• Prepare weekly/monthly performance dashboards and management packs.

Cross-Functional Monitoring:

• Maintain exception-based visibility across Operations, Logistics/Fleet, Sales, Customer Experience, Warehouse/Assets, Finance/Accounts, Administration/Facilities, IT/Odoo, Production/Maintenance, and Internal Control/Compliance.

Projects, Policies & Compliance:

• Track project milestones, approved costs, risks, and evidence of completion.
• Maintain the policy/compliance calendar and follow up on control and policy actions.

Meetings, Decisions & Actions:

• Prepare meeting agendas and circulate pre-reading materials.
• Record attendance, decisions, deadlines, dependencies, and risks.
• Issue minutes promptly; maintain action and approval registers; follow up and escalate blocked or overdue matters.

Confidentiality & Records:

• Secure vendor, financial, and executive information.
• Control document versions, retain signed approvals, and report suspected information leakage.

Operating Rhythm (Daily, Weekly, Monthly):

• Daily: Review calendars, urgent correspondence, and pending approvals. Update action trackers. Issue end-of-day exception summaries.
• Weekly: Validate departmental reports, consolidate dashboards, prepare management reviews, and circulate agendas.
• Monthly/Quarterly: Coordinate full management packs, compile budget vs. actuals, prepare compliance calendars, and support quarterly performance reviews.
  

Requirements:

• A minimum of a bachelor’s degree or HND in Business Administration, Accounting, Finance, Economics, Management, Project Management, or a related field.
• 3–5 years of relevant experience in executive support, performance management, business analysis, project coordination, or management reporting.
• Strong written communication and business reporting skills.
• Advanced Excel, dashboard creation, and presentation skills.
• Ability to interpret operational and financial reports, KPIs, trends, and variances.
• Excellent organisation, judgment, follow-through, and project coordination abilities.
• Strong stakeholder management and cross-functional collaboration skills.
• Proactive, discreet, objective, and firm but respectful.
• Calm under pressure and committed to evidence, deadlines, and professional boundaries.