Executive Assistant

Department : Office of the Managing Director

Reports To : The CEO

Industry : Engineering

Location : Lekki Phase 1, Lagos

Job Type : Full-Time (On-site)

Gender : Female (For Gender Balance)

Salary : 200,000

The Executive Assistant (EA) to the Managing Director helps to manage the MD’s office and daily activities. The EA provides administrative and secretarial support, handles confidential information, organizes meetings and schedules, and communicates with staff and external partners. The role requires good organization, communication, and multitasking skills to help the MD work efficiently and achieve company goals.

JOB RESPONSIBILITIES

Provide secretarial and administrative support services to the MD.

1. Act as custodian of sensitive matters and information relating to peculiar issues within the MD's office, ensuring confidentiality at all times.

2. Assist in preparing and reviewing documents, reports, and presentations to ensure quality, accuracy, and professional formatting in line with company standards.

3. Monitor and manage the MD’s internal and external correspondence (emails, letters, and calls).

4. Help the MD manage workflow, office priorities, and deadlines.

5. Process official expenditures, requisitions, and claims for the MD’s office.

6. Meetings and Communication Coordination

7. Liaise with relevant individuals, departments, and external organisations to arrange meetings and prepare agendas for the MD.

8. Record and circulate minutes from MD’s meetings and ensure adequate logistics for related events.

9. Obtain weekly and monthly activity reports from departmental team leads and collate for the MD’s review.

10. Develop and manage corporate communication materials for the company as directed by the MD.

Logistics and Event Management

11. Handle and supervise all travel and logistics arrangements for the MD, including flights, accommodation, and transportation.

12. Ensure relevant and adequate logistics for the MD’s meetings, events, and corporate engagements.

13. Coordinate the MD’s calendar — schedule, confirm, and manage meetings, appointments, and events efficiently.

Reporting and Liaison Duties

14. Liaise with various departmental heads and external stakeholders as required by the MD.

15. Perform other duties as may be assigned by the Managing Director or Executive Director.

Qualifications and Experience :

Bachelor’s Degree in Business Administration, Management, or a related field.

Minimum of 3–5 years of relevant experience supporting a senior executive or Managing Director.

Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

Excellent written and verbal communication skills.

Proven ability to manage multiple priorities under pressure.

Demonstrated professionalism, discretion, and integrity in handling confidential information.

KEY COMPETENCIES

1. A degree in Engineering, Business Administration or a related field.

2. Minimum of 2 years plus work experience as an Executive Assistant, Personal Assistant or similar role.

3. Proficiency in Canva and Microsoft Office Suite, with advanced skills in PowerPoint and Excel for creating professional presentations, reports, and data analyses.

4. Ability to conduct research and create reports or presentations.

5. Ability to handle sensitive information with discretion and confidentiality.

6. Multi-tasking and time-management skills, with the ability to prioritise tasks.

7. Highly organised and detail-oriented.

8. Excellent analytical and problem-solving skills.

9. Strategic planning, the ability to pay attention to details.

10. Verbal and written communication, excellent client-facing and internal communication skills.