Executive Assistant to GM at Domeo Resources International (DRI)

Domeo Resources International (DRI) is a prolific organisation which proffers HR and Management Consultancy solutions premised on excellence and innovation. DRI analyses various organisational problems, develops improvement plans, deploys those plans and monitors the plans to ensure improved organisational performance.

We are recruiting to fill the position below:

Job Title: Executive Assistant to GM

Location: Aba, Abia
Employment Type: Full-time

Main Function

• The Executive Assistant to the General Manager (EA to GM) provides high-level executive, administrative, and strategic support to the General Manager, ensuring the efficient coordination of the Executive Office and the seamless execution of daily business operations.
• The role serves as the primary point of contact between the General Manager and internal departments, guests, owners, government agencies, business partners, suppliers, and other external stakeholders.
• The Executive Assistant manages the General Manager's schedule, correspondence, meetings, travel arrangements, reports, confidential documentation, and executive communications while ensuring timely follow-up on strategic initiatives and management decisions.
• The position requires exceptional organizational skills, discretion, professionalism, and the ability to anticipate executive needs in a fast-paced superior luxury hotel environment.
• The Executive Assistant also coordinates executive projects, prepares reports and presentations, monitors departmental follow-ups, supports board and management meetings, and ensures the Executive Office operates efficiently while maintaining the highest level of confidentiality.

Role Responsibilities
Executive Office Management:

• Manage the daily operations of the General Manager's Office.
• Coordinate the General Manager's daily schedule, appointments, meetings, and business priorities.
• Screen visitors, telephone calls, emails, and correspondence directed to the General Manager.
• Prioritize executive requests and ensure timely responses.
• Organize and maintain the Executive Office filing and records management system.
• Ensure the Executive Office remains professional, organized, and fully functional.
• Anticipate the General Manager's administrative and operational needs.

Calendar & Schedule Management:

• Maintain and coordinate the General Manager's calendar, ensuring efficient scheduling of meetings and appointments.
• Resolve scheduling conflicts and optimize executive time management.
• Coordinate internal and external meetings, conferences, and business engagements.
• Schedule departmental review meetings, Executive Committee meetings, and Board meetings.
• Ensure the General Manager receives daily schedules and briefing notes.
• Monitor deadlines, appointments, and key deliverables.

Executive Correspondence & Communication:

• Draft, proofread, and manage executive correspondence, letters, emails, memos, speeches, reports, and presentations.
• Ensure all outgoing communication reflects the hotel's professional standards.
• Manage incoming correspondence and prioritize action items.
• Prepare confidential correspondence on behalf of the General Manager.
• Follow up on correspondence requiring departmental responses.
• Maintain accurate records of executive communications.

Meeting Coordination & Minutes:

• Organize Executive Committee meetings, departmental meetings, management meetings, and strategic planning sessions.
• Prepare meeting agendas in consultation with the General Manager.
• Coordinate meeting logistics, venues, equipment, and refreshments.
• Attend meetings and record accurate minutes.
• Prepare and distribute meeting minutes promptly.
• Track action points and follow up with responsible departments until completion.
• Maintain an action tracker for executive decisions and strategic initiatives.

Administrative Support:

• Prepare reports, presentations, proposals, briefing notes, and executive summaries.
• Compile departmental reports for management review.
• Coordinate document approvals and executive sign-offs.
• Manage filing systems for contracts, policies, agreements, and confidential records.
• Monitor office supplies and administrative resources for the Executive Office.
• Support special assignments and executive projects.

Strategic Coordination & Follow-up:

• Monitor the implementation of management decisions and strategic initiatives.
• Follow up with Heads of Departments on assigned action items and project deadlines.
• Prepare progress updates for the General Manager.
• Coordinate cross-functional projects initiated by the Executive Office.
• Track departmental performance against approved objectives where assigned.
• Ensure timely execution of executive directives.

Guest & Stakeholder Relations:

• Receive and attend to VIP guests, dignitaries, government officials, corporate executives, investors, and business partners visiting the Executive Office.
• Coordinate executive hospitality arrangements.
• Handle sensitive inquiries professionally and courteously.
• Maintain positive relationships with internal and external stakeholders.
• Represent the Executive Office professionally during official engagements.

Travel & Event Coordination:

• Arrange local and international travel for the General Manager, including flight reservations, accommodation, transportation, visas (where applicable), and travel itineraries.
• Prepare travel packs and briefing documents.
• Coordinate executive participation in conferences, exhibitions, networking events, and official functions.
• Organize executive retreats, management meetings, and corporate events.
• Ensure all travel logistics are properly coordinated.

Confidentiality & Information Management:

• Handle highly confidential business information with absolute discretion.
• Safeguard confidential reports, contracts, personnel information, financial documents, and strategic plans.
• Ensure secure storage of executive records.
• Maintain confidentiality regarding management discussions and organizational decisions.
• Comply with data protection and information security policies.

Reporting & Documentation:

• Prepare daily, weekly, monthly, and quarterly executive reports.
• Maintain records of meetings, executive decisions, approvals, and correspondence.
• Prepare Board reports, operational summaries, and business performance presentations.
• Track key deadlines and ensure timely submission of reports.
• Maintain an accurate document management system.

Interdepartmental Coordination:

• Serve as the communication link between the General Manager and all departments.
• Coordinate information flow across the organization.
• Ensure departments receive executive directives promptly.
• Follow up on departmental reports and submissions.
• Facilitate collaboration among departments on strategic initiatives.

Compliance & Corporate Governance:

• Ensure Executive Office activities comply with company policies and procedures.
• Support internal audits and corporate governance initiatives.
• Maintain proper documentation for executive approvals and decisions.
• Assist in ensuring statutory and regulatory compliance where required.

Technology & Office Systems:

• Utilize office productivity software efficiently, including Microsoft Office Suite, collaboration platforms, document management systems, and hotel management software.
• Maintain digital filing systems and executive records.
• Support virtual meetings using video conferencing platforms.
• Assist in preparing executive dashboards and reports.

Continuous Improvement:

• Identify opportunities to improve Executive Office processes and administrative efficiency.
• Recommend new administrative tools and technologies.
• Participate in training and professional development.
• Support organizational initiatives that enhance operational excellence.

Qualifications and Requirements
Education and Certifications:

• Bachelor's Degree or HND in Business Administration, Secretarial Studies, or related field.
• Professional secretarial / administrative certification is an advantage.

Experience:

• Minimum of 3 yearsexperience as an Executive Assistant or Personal Assistant, preferably in hospitality or a similarly fast-paced environment.
• Proficiency in MS Office (Word, Excel, PowerPoint, Outlook).

Skills:

• Technical Skills.
• Calendar and correspondence management.
• Minute-taking and report drafting.
• MS Office Suite.
• Document and records management.
• Event and travel coordination.

Soft Skills:

• Discretion and confidentiality.
• Organization and time management.
• Professional communication.
• Multi-tasking under pressure.
• Attention to detail.

Application Closing Date
5th August, 2026.

Method of Application
Interested and qualified candidates should forward their CV and Cover Letter to: recruitment@domeoresources.org using "Executive Assistant to the GM_Aba" as the subject of the email.

Note: Only shortlisted candidates will be contacted.