Executive Assistant

Job title : Executive Assistant

Job Summary

• We are seeking a highly organized, proactive, resourceful, and tech-savvy Executive Assistant to provide high level administrative, operational, and strategic support to the CEO of a fast-growing e-commerce brand in Nigeria.
• The ideal candidate will serve as the CEO’s right hand, ensuring smooth day to day operations, managing priorities, coordinating projects, handling confidential information, and enabling the CEO to focus on business growth and strategic decision-making.
• This role requires exceptional communication skills, sound judgment, strong attention to detail, discretion, and the ability to thrive in a fast-paced environment.

Key Responsibilities
Executive & Administrative Support:

• Manage the CEO’s daily schedule, calendar, and appointments
• Coordinate meetings, both virtual and physical
• Schedule internal and external meetings while avoiding conflicts
• Prepare daily, weekly, and monthly schedules
• Organize reminders for meetings, deadlines, birthdays, and important business events
• Handle all travel arrangements including flights, hotels, transportation, and itineraries
• Screen phone calls and correspondence where necessary
• Prepare agendas before meetings
• Take meeting minutes and ensure follow-up on action items
• Organize confidential documents and maintain digital filing systems
• Manage business records and important company documents
• Draft letters, reports, proposals, and presentations.

Email & Communication Management:

• Monitor and manage the CEO’s email inbox
• Prioritize emails requiring urgent attention
• Respond to emails on behalf of the CEO when appropriate
• Follow up with clients, vendors, suppliers, partners, and stakeholders
• Maintain professional communication at all times
• Coordinate WhatsApp, phone calls, and other communication channels
• Ensure prompt responses to important inquiries.

Operational Support:

• Assist in managing the daily operations of the company
• Coordinate between departments to ensure smooth workflow
• Track ongoing projects and deadlines
• Ensure assigned tasks are completed on time
• Monitor operational bottlenecks and recommend improvements
• Prepare operational reports for the CEO
• Assist with implementing new systems and processes

Project Management:

• Assist the CEO in planning and executing projects
• Monitor project timelines and deliverables
• Coordinate with internal teams and external vendors
• Prepare progress reports
• Follow up with responsible team members until projects are completed
• Keep project documentation organized.

Social Media & Instagram Management:

• Assist in managing the company’s Instagram and other social media platforms
• Schedule and publish content
• Coordinate content creation with designers and content creators
• Identify trends and suggest content ideas.

Customer & Client Relationship Support:

• Coordinate communication with VIP customers
• Handle client follow-ups
• Schedule meetings with business partners
• Maintain client databases
• Ensure excellent customer relationship management
• Assist in resolving escalated customer issues.

Research & Strategic Support:

• Conduct market research
• Research competitors and industry trends
• Prepare reports and summaries
• Gather data for business decisions
• Research potential partnerships
• Identify new business opportunities
• Stay informed about e-commerce trends in Nigeria and globally

Event & Meeting Coordination:

• Organize company meetings
• Coordinate workshops and training sessions

Personal Assistance:

• Assist with selected personal errands where necessary
• Coordinate appointments
• Manage personal reminders
• Handle confidential personal matters professionally
• Assist in balancing business and personal schedules
• Make reservations and bookings when required

Reporting & Performance Tracking:

• Generate weekly progress reports
• Compile monthly business summaries
• Monitor task completion rates
• Maintain executive dashboards

Confidentiality & Professionalism:

• Handle confidential company information with discretion
• Maintain strict confidentiality regarding company operations
• Demonstrate professionalism in all interactions
• Represent the CEO positively at all times
• Exercise sound judgment when handling sensitive matters

Required Skills & Competencies:

• Exceptional organizational skills
• Strong multitasking ability
• Excellent written and verbal communication
• High attention to detail
• Strong problem-solving skills
• Ability to work independently with minimal supervision
• Ability to prioritize effectively
• Excellent time management
• Strong interpersonal skills
• High level of integrity and discretion
• Ability to work under pressure
• Adaptability in a fast-paced environment
• Strong leadership and coordination skills
• Professional appearance and demeanor
• Critical thinking and sound decision-making abilities

Technical Skills:
Candidates should be proficient in:

• Google Workspace (Docs, Sheets, Slides, Calendar, Drive, Gmail)
• Microsoft Office Suite (Word, Excel, PowerPoint)
• Canva
• Instagram Business tools
• WhatsApp Business
• Zoom and Google Meet
• Trello, Asana, ClickUp, or similar project management software
• Notion
• Slack
• Basic spreadsheet reporting and data analysis
• Basic CRM systems
• AI productivity tools (e.g., ChatGPT or similar platforms).

Preferred Qualifications

• Bachelor’s Degree in Business Administration, Management, Marketing, Communications, or a related field
• Previous experience as an Executive Assistant, Personal Assistant, Operations Coordinator, or Administrative Manager
• Experience working with founders, executives, or CEOs is highly preferred
• Experience in an e-commerce, retail, or digital business environment is an advantage.

Personal Attributes:
The ideal candidate should be:

• Highly proactive rather than reactive
• Trustworthy and dependable
• Professional and well-spoken
• Resourceful and solution-oriented
• Calm under pressure
• Organized and detail-oriented
• Flexible and adaptable
• Positive with a can-do attitude
• Committed to continuous learning and self-improvement
• Passionate about business growth and operational excellence.

Salary
N200,000 - N250,000 per month.