We are recruiting to fill the position below:
Job Title: Executive Assistant to the CEO
Job Opening ID: 226
Location: Ikoyi, Lagos
Job Type: Full time
Reports to: CEO
About the Role
- The Executive Assistant to the CEO provides high-level administrative, operational, and strategic support to the Chief Executive Officer.
- The role serves as a trusted partner to the CEO, ensuring efficient management of executive priorities, schedules, communications, stakeholder engagements, and special projects.
- The Executive Assistant acts as a key liaison between the CEO and internal and external stakeholders while maintaining the highest levels of professionalism, confidentiality, and discretion.
Key Responsibilities
Executive Support:
- Manage and coordinate the CEO's calendar, appointments, meetings, travel arrangements, and business commitments.
- Prioritize and manage competing demands on the CEO's time and ensure timely follow-up on key action items.
- Prepare briefing materials, reports, presentations, agendas, and correspondence for meetings and engagements.
- Screen and manage incoming communications, including emails, calls, and requests for meetings.
- Draft, review, and edit correspondence, reports, presentations, and other executive communications.
Calendar, Travel & Logistics Management:
- Coordinate and manage a complex calendar of meetings, appointments, conferences, and events.
- Prioritize competing requests and resolve scheduling conflicts efficiently.
- Arrange local and international travel, including flights, accommodation, visas, transportation, and itineraries.
- Ensure the CEO is adequately briefed ahead of meetings and travel engagements.
- Manage last-minute changes and provide contingency planning where necessary.
Meeting & Board Coordination:
- Plan, organize, and coordinate executive, management, board, and stakeholder meetings.
- Prepare meeting agendas, presentations, reports, and supporting documentation.
- Attend meetings when required and accurately record minutes, decisions, and action items.
- Monitor and follow up on agreed actions to ensure timely completion.
- Support governance processes by maintaining records of meetings, resolutions, and approvals.
Stakeholder Management:
- Serve as a primary point of contact between the CEO and key internal and external stakeholders.
- Build and maintain effective relationships with clients, business partners, regulators, board members, and senior executives.
- Handle sensitive matters with professionalism, discretion, and confidentiality.
- Coordinate interactions with board members, investors, regulators, clients, and business partners.
- Facilitate smooth communication and collaboration across departments and stakeholder groups.
Project Management & Strategic Support:
- Support the CEO in executing strategic initiatives and special projects.
- Conduct research, gather data, and prepare reports to support executive decision-making.
- Monitor project timelines and ensure deliverables are completed within agreed deadlines.
- Coordinate cross-functional activities and follow up with departments on strategic priorities.
Personal Staff & Household Efficiency:
- Coordinate and oversee the activities of the CEO's personal staff, including drivers, domestic staff, security personnel, and other support resources.
- Manage schedules, attendance, leave plans, and performance expectations for personal staff to ensure seamless support to the CEO.
- Serve as the primary point of contact between the CEO and personal staff, ensuring instructions, priorities, and requests are effectively communicated and executed.
- Coordinate personal appointments, family-related logistics, travel arrangements, and special engagements as directed by the CEO.
- Manage relationships with personal vendors and service providers, ensuring high-quality service delivery and timely resolution of issues.
- Maintain strict confidentiality and professionalism while handling the CEO's personal affairs, records, correspondence, and sensitive information.
Administrative & Operational Support:
- Manage travel itineraries, accommodation, visas, and logistics for local and international trips.
- Maintain accurate records, files, and documentation related to the CEO's office.
- Process expense reports, approvals, and administrative requests on behalf of the CEO.
- Ensure smooth day-to-day operations of the Executive Office.
- Coordinate office resources and support services required by the CEO.
- Ensure adherence to company policies and administrative procedures.
Communication & Reporting:
- Draft, review, and manage executive correspondence, emails, reports, speeches, and presentations.
- Screen and prioritize incoming communications to ensure urgent matters receive prompt attention.
- Act as a communication bridge between the CEO and internal or external stakeholders.
- Ensure all communications are professional, accurate, and aligned with the organization's standards.
- Manage confidential and sensitive information with discretion.
Confidentiality & Governance:
- Maintain strict confidentiality regarding corporate, financial, strategic, and personnel matters.
- Ensure compliance with company policies, governance requirements, and professional standards.
- Handle sensitive information with integrity and sound judgment.
- Safeguard executive records and confidential documents.
- Exercise sound judgment when managing sensitive communications and decisions.
Event & Engagement Management:
- Coordinate executive participation in conferences, business forums, networking events, and corporate functions.
- Manage event logistics, invitations, guest lists, and briefing materials.
- Support the planning and execution of executive and board retreats.
- Ensure seamless execution of events involving the CEO.
- Follow up on commitments and opportunities arising from engagements.
Key Internal & External Interactions
- Internal Interactions - External Interactions
- Chief Executive Officer (CEO) - Board of Directors
- C-Suite Executives - Clients and Key Business Partners
- Department Heads/Business Unit Leaders - Regulatory Authorities and Government Agencies
- Finance Team - Investors and Shareholders
- Human Resources Department - External Advisors & Personal Support to CEO
Requirements
- Bachelor's Degree in Business Administration, Management, Communications, Law, Finance, or a related field.
- Must have 5–8 years' experience supporting C-suite executives, preferably a CEO, Managing Director, or Executive Chairman.
- Experience in financial services, investment management, professional services, or corporate environments is an advantage.
- Project management certification or executive support certification is desirable.
- Proven track record of handling highly confidential information and sensitive business matters.
- Experience using collaboration and productivity tools such as Microsoft Teams, Zoom, SharePoint, Google Workspace, and project management platforms.
- Exceptional organizational and planning skills.
- Strong project coordination and execution capabilities.
- Excellent verbal and written communication skills.