Executive Secretary

Job Purpose

The Executive Assistant shall provide executive, administrative, and strategic support to the Managing Director (MD). The role shall ensure efficient coordination of the MD’s office, effective communication, optimized workflow, and strong internal and external stakeholder relationships. It shall include managing executive schedules, preparing documentation, supporting projects, and maintaining confidentiality while ensuring the seamless functioning of the MD’s office.

Key Duties & Responsibilities

• Manage the MD’s daily schedule, including meetings, appointments, travel plans, and briefing preparations to ensure optimal time utilization.
• Prepare high-quality meeting agendas, briefing notes, presentations, reports, and all supporting documents required for the MD’s engagements.
• Attend executive meetings, document minutes, track action items, and liaise with departments to ensure timely follow-ups and closure.
• Handle all incoming and outgoing correspondence—emails, calls, letters—ensuring professionalism, accuracy, confidentiality, and efficient information flow.
• Serve as a liaison between the MD, internal departments, and external stakeholders to maintain alignment with executive priorities and support cross-functional communication.
• Coordinate and support key projects and initiatives by tracking milestones, deadlines, deliverables, and providing regular progress updates to the MD.
• Conduct research, gather information, and prepare detailed briefs, reports, and presentations to aid executive decision-making and planning.
• Maintain an organized digital and physical filing system to ensure proper documentation, retrieval, and governance compliance.
• Represent the MD at internal and external meetings or engagements when required and communicate outcomes appropriately.
• Uphold strict confidentiality, adhere to company policies and governance standards, and perform other duties as assigned to support the effective operation of the MD’s office.

Qualifications

• HND / Bachelor’s degree in Business Administration, Secretaryship, Management, or related field.
• 3–5 years’ proven experience as an Executive Assistant, Executive Secretary, Senior PA, or executive-level administrative role.
• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other productivity tools.

Technical Competencies

• Strong skills in preparing executive reports, presentations, communication materials, and briefs.
• Proficiency in managing complex calendars, executive workflows, and multi-channel communication.
• Ability to conduct research, analyze information, and provide useful insights or recommendations.
• Excellent organizational, prioritization, multitasking, and problem-solving abilities.

Application Deadline: December 31, 2025.