Executive Assistant & Admin

We are recruiting on behalf of our client, a fast-growing branding, events, and creative solutions company, for the position below:

Job Title: Executive Assistant & Admin

Location: Victoria Island, Lagos

Work Mode: Full Time

Job Summary

The Executive Assistant & Administrative Officer will be responsible for providing high-level executive support to the executive while overseeing the company's day-to-day administrative and office operations to ensure efficiency, organisation, and seamless business execution.

The role will coordinate executive scheduling, business correspondence, meetings, travel, office administration, documentation, project coordination, procurement, vendor relationships, and internal operational processes across the organisation. The successful candidate will serve as a central point of coordination between leadership, employees, clients, vendors, and other stakeholders, ensuring effective communication, timely execution of priorities, and smooth operational support across the company's branding, events, and creative solutions business.

Key Responsibilities

• Provide comprehensive executive support to the executive by managing calendars, scheduling appointments, coordinating meetings, prioritising daily activities, and ensuring effective time management.
• Manage all executive correspondence, including emails, letters, reports, presentations, proposals, and other confidential documents, ensuring accuracy, professionalism, and timely follow-up.
• Coordinate local and international travel arrangements, accommodation, itineraries, visas (where applicable), logistics, and expense documentation for the Managing Director and other designated personnel.
• Serve as the primary liaison between the executive office and internal teams, clients, vendors, partners, and other stakeholders, ensuring seamless communication and timely resolution of requests.
• Oversee the company's administrative operations, ensuring efficient office management, proper documentation, organised filing systems, and compliance with established administrative procedures.
• Coordinate company-wide meetings, strategy sessions, client presentations, project reviews, and management engagements, including preparing agendas, recording minutes, tracking action points, and ensuring timely follow-up on deliverables.
• Monitor and coordinate the execution of projects, assignments, and operational activities across departments, ensuring deadlines, priorities, and deliverables are effectively managed.
• Manage office procurement activities, including sourcing vendors, obtaining quotations, processing purchases, monitoring office inventory, and ensuring the availability of office supplies, equipment, and operational resources.
• Maintain and manage company records, contracts, databases, licenses, confidential files, and other corporate documentation while ensuring accuracy, accessibility, and confidentiality.
• Coordinate client onboarding, maintain customer records, manage administrative support throughout project lifecycles, and ensure exceptional client service experiences from engagement to project completion.
• Support the planning, coordination, and execution of branding projects, corporate events, activations, exhibitions, client meetings, and internal company engagements by providing administrative and operational support.
• Develop, review, and continuously improve administrative systems, workflows, standard operating procedures, and documentation processes to enhance operational efficiency and business effectiveness.
• Prepare weekly, monthly, and quarterly executive reports, operational updates, administrative reports, and business performance summaries to support management decision-making and strategic planning.
• Monitor administrative budgets, process invoices, manage vendor payments in collaboration with the finance team, and ensure cost-effective utilisation of administrative resources.
• Other responsibilities as assigned by management.

Qualifications & Professional Experience:

• Bachelor’s Degree in Business Administration, Management, Office Administration, or a related field.
• Minimum of 3-5 years’ experience as an Executive Assistant, Administrative Officer, Office Manager, or similar role.
• Experience in branding, creative, events, marketing, consulting, or other service-based industries is strongly preferred.

Core Skills & Functional Competencies:

• Strong executive support, administrative management, and business coordination skills.
• Excellent calendar management, meeting coordination, travel planning, and executive correspondence management.
• Strong organisational, planning, prioritisation, and time management abilities with attention to detail.
• Excellent written and verbal communication skills with the ability to manage internal and external stakeholders.
• Strong project coordination and follow-up skills, with the ability to manage multiple priorities and deadlines.
• Ability to develop, maintain, and improve administrative systems, processes, and documentation workflows.
• Strong client relationship management and stakeholder engagement skills.
• High level of professionalism, confidentiality, discretion, and problem-solving ability.
• Experience using project management and productivity tools such as Asana, Trello, ClickUp, Notion, or similar platforms.

General Conditions

• Remuneration: N150,000 - N350,000

Pay: ₦150,000.00 - ₦350,000.00 per month

Work Location: In person