Personal Assistant to the Chief Executive Officer

Job Summary

To provide high-level administrative, secretarial, organizational and executive support to the Chief Executive Officer, ensuring effective management of the CEO's schedule, correspondence, meetings, travel arrangements and other official responsibilities.

The Personal Assistant will serve as a key administrative link between the CEO, management, employees, business partners, clients and other external stakeholders, ensuring that the CEO's office operates efficiently, professionally and confidentially.

Key Responsibilities

Executive and administrative support:

Manage the CEO's daily schedule, appointments and calendar.

Coordinate meetings, conferences and official engagements.

Prepare, review and format reports, presentations, letters and official correspondence.

Maintain an organized filing and documentation system.

Monitor the CEO's daily priorities and ensure timely execution of assigned tasks.

Communication and correspondence:

Screen and manage incoming calls, emails and official communications.

Draft professional responses, memos and official letters on behalf of the CEO.

Liaise with senior management, employees, clients and external stakeholders.

Ensure that important correspondence receives appropriate attention and follow-up.

Meeting coordination and management:

Schedule management and executive meetings.

Prepare meeting agendas and distribute relevant documents.

Record accurate minutes of meetings where required.

Track resolutions, action points, responsibilities and deadlines.

Follow up with relevant departments to ensure implementation of management directives.

Travel and logistics management:

Coordinate local and international travel arrangements.

Arrange flight bookings, hotel reservations, transportation and itineraries.

Process travel-related documentation and reimbursements.

Ensure that all logistical arrangements are completed ahead of scheduled engagements.

Confidentiality and information management:

Maintain strict confidentiality regarding company information and executive discussions.

Handle sensitive documents and communications with discretion.

Ensure proper custody and protection of confidential records.

Exercise sound judgement when dealing with sensitive organisational matters.

Executive liaison and stakeholder management:

Serve as a liaison between the CEO and internal and external stakeholders.

Receive and direct visitors appropriately.

Communicate management instructions to relevant departments when authorised.

Maintain professional relationships with stakeholders and business associates.

Follow-up and task monitoring:

Maintain a tracker of the CEO's assignments and management directives.

Monitor pending requests and outstanding deliverables.

Provide regular updates on the status of assigned responsibilities.

Escalate urgent matters and potential delays appropriately.

Other responsibilities:

Perform additional administrative and executive support duties as assigned by the CEO.

Support special projects and management initiatives.

Undertake other reasonable responsibilities consistent with the position.

Requirements

Educational qualifications:

Bachelor's Degree or HND in Business Administration, Office Technology and Management, Secretarial Studies, Management, Public Administration or a related discipline.

Professional certification in Executive Assistance, Office Administration or Management will be an added advantage.

Relevant computer and administrative training.

Work experience:

5 – 8 years' experience as a Personal Assistant, Executive Assistant, Administrative Officer or in a similar role.

Previous experience supporting a CEO, Managing Director or senior executive is highly desirable.

Demonstrable experience in managing executive calendars, meetings, correspondence and confidential documentation.

Experience in a corporate, technology, manufacturing or professional services environment is an advantage.

Technical skills:

Excellent proficiency in Microsoft Word, Excel and PowerPoint.

Strong knowledge of Microsoft Outlook and calendar management.

Excellent report writing and business correspondence skills.

Ability to prepare professional presentations and meeting minutes.

Familiarity with virtual meeting platforms such as Microsoft Teams and Zoom.

Strong document management and record-keeping abilities.

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Minimum qualifications

BA/BSc/HND

How to apply

Interested and qualified candidates should send their CV to: jobs@eterra.com.ng and cc: adeleke.ogunsola@eterra.com.ng using the Job Title as the subject of the email.

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