Executive Assistant

Responsibilities: 

• Manage the CEO’s calendar across organisations and time zones, protecting focus time and resolving scheduling conflicts.
• Triage her inbox, identify priorities, draft correspondence in her voice, and track messages requiring a response.
• Prepare meeting agendas, briefing notes, presentations, and supporting documents.
• Capture decisions and actions, confirm who is responsible, and follow up until tasks are completed.
• Maintain a central tracker of the CEO’s commitments, deadlines, and outstanding decisions.
• Attend agreed meetings on the CEO’s behalf, communicate approved updates, and report back accurately.
• Recognise matters requiring the CEO’s judgement and escalate them promptly.
• Coordinate travel arrangements, itineraries, visa documentation, accommodation, and speaking engagements.
• Build effective working relationships with colleagues, clients, partners, and other stakeholders.

UKEA and Summit Coordination:

• Coordinate day-to-day administration and stakeholder correspondence for UKEA.
• Support preparations for the G20 YEA Summit 2027, working with the CEO, designated project leads, and event partners.
• Maintain the summit’s central action tracker, planning calendar, contact records, and delivery documents.
• Coordinate invitations, registrations, speaker information, delegate enquiries, and partner updates.
• Gather supplier quotations, organise venue and accommodation information, and track agreed deadlines.
• Schedule planning meetings, prepare papers, record actions, and follow up with those responsible.
• Maintain records of sponsorship commitments, supplier agreements, invoices, and payments.
• Flag missing information, delayed actions, and delivery risks early.
• Support post-event correspondence, record-keeping, and reporting.

Financial Administration:

• Maintain accurate records of routine income, expenses, invoices, and receipts.
• Prepare invoices and follow up on outstanding payments as directed.
• Keep financial records clearly separated for each organisation and project.
• Update expense and event budget trackers, highlighting discrepancies or missing information.
• Organise documents and prepare simple summaries for the accountant or designated finance lead.
• Support routine transaction reconciliation where trained and authorised.
• Payments, contracts, and financial commitments remain subject to authorised approval.

Organisation, systems, and confidentiality:

• Maintain clear filing systems and up-to-date records across both organisations.
• Produce a concise weekly update covering priorities, completed actions, outstanding decisions, and emerging risks.
• Improve administrative processes to reduce missed actions and unnecessary back-and-forth.
• Use approved AI and productivity tools thoughtfully for research, drafting, meeting preparation, and task management.
• Handle confidential business, stakeholder, and financial information with discretion.

Requirements:

• At least 3 years’ experience as an Executive Assistant, Personal Assistant, or in a closely related executive support role.
• Evidence of supporting a senior leader with competing priorities and a busy schedule.
• Strong ownership and follow-through: you track commitments, chase actions professionally, and close outstanding matters without repeated reminders.
• Excellent written and spoken English, with the ability to draft clear, professional correspondence.
• Sound judgement about what to handle independently and what to escalate.
• Strong calendar, inbox, travel, and document management skills.
• Confidence coordinating colleagues, suppliers, and external stakeholders without formal management authority.
• Accuracy in handling expenses, invoices, and routine financial records.
• Confidence using office software, spreadsheets, video conferencing, and task management tools.
• The ability to work independently and reliably in a remote environment.
• A suitable workspace, reliable laptop, stable internet connection, and backup arrangements for power and connectivity.
• Availability for regular overlap with UK business hours.

Desirable:

• Experience supporting a founder or working in a growing business.
• Experience coordinating events, conferences, membership activities, or international projects.
• Experience working with not-for-profit organisations, social enterprises, or business networks.
• Familiarity with Xero or similar accounting software.
• Experience supporting executives who travel frequently or work across countries and time zones.

What Success Looks Like:

By 30 Days:

• You understand the CEO’s priorities and working style.
• Calendar and inbox routines are established
• Key stakeholders are mapped, and central action trackers and financial records are organised.

By 60 Days:

• You independently manage routine follow-ups, prepare meetings effectively, and keep UKEA and summit administration current.
• You flag delays and missing information early.

By 90 Days:

• The CEO has clear visibility of priorities, commitments, and outstanding decisions.
• Actions are consistently followed through, financial records are current, and summit milestones are tracked with timely escalation of risks.

Working Arrangements:

• This is a full-time remote role based in Nigeria, with regular overlap with UK business hours.
• Occasional support outside normal hours may be needed for international meetings and key event periods, with arrangements agreed in advance wherever possible.

Remuneration: NGN 250,000–350,000 Monthly Gross.

What We Offer:

• Fully remote working from Nigeria.
• Direct experience supporting a founder growing a business across the UK and Nigeria.
• The opportunity to contribute to an international entrepreneurship summit.
• Scope to develop your executive support, stakeholder coordination, and project administration skills.