PERSONAL EXECUTIVE ASSISTANT

PERSONAL EXECUTIVE ASSISTANT

Reports To: Founder/CEO

Position Type: Full-Time

Role: Personal Executive Assistant

Location: To be determined based on business needs

ROLE SUMMARY

We are seeking an exceptional, highly organized, proactive, and discreet Personal Executive Assistant to provide comprehensive executive and personal support to a busy entrepreneur, physician, and business executive overseeing multiple companies, investments, philanthropic initiatives, professional memberships, family commitments, and international engagements.

This is a high-trust position requiring excellent judgment, confidentiality, emotional intelligence, attention to detail, and the ability to anticipate needs before they arise.

The ideal candidate will serve as a trusted right hand—helping the executive stay organized, prepared, informed, and focused on the highest-value priorities.

This role goes beyond traditional administrative support. The Personal Executive Assistant will coordinate business and personal matters, manage a complex calendar, organize travel, track important commitments, prepare meetings, manage correspondence, coordinate with internal and external stakeholders, and ensure that important tasks are completed accurately and on time.

KEY RESPONSIBILITIES

1. Executive & Calendar Management

Manage a complex and frequently changing executive calendar.

Schedule and coordinate business meetings, personal appointments, speaking engagements, conferences, networking events, and family commitments.

Prioritize meeting requests based on importance, urgency, and the executive's objectives.

Protect the executive's time by identifying unnecessary meetings and scheduling conflicts.

Provide daily and weekly calendar briefings.

Ensure the executive has all necessary information, documents, addresses, contact details, and preparation materials before meetings.

Coordinate across different international time zones.

Send reminders and follow up on important commitments.

2. Daily Executive Briefing

Prepare a concise daily briefing covering:

Today's meetings and appointments

Important deadlines

Pending decisions

Priority emails and communications

Follow-ups requiring attention

Travel arrangements

Personal or family commitments

Documents requiring review or signature

Outstanding tasks from previous meetings

The assistant should not simply report information but identify what requires the executive's immediate attention.

3. Email & Communication Management

Monitor and organize executive correspondence as authorized.

Identify urgent or high-priority messages.

Draft professional emails, letters, responses, introductions, and follow-up communications.

Maintain organized communication records.

Follow up with contacts when responses or deliverables are outstanding.

Coordinate communication with executives, employees, partners, vendors, professional organizations, advisors, and other stakeholders.

Maintain an accurate contact database.

4. Meeting Preparation & Follow-Up

Prepare meeting agendas, briefing notes, background information, and relevant documents.

Research individuals or organizations before important meetings.

Attend selected meetings when requested.

Take concise meeting notes.

Document decisions and action items.

Assign or communicate follow-up responsibilities.

Track action items until completion.

Ensure commitments made during meetings are not forgotten.

5. Travel & Logistics

Manage domestic and international travel from beginning to end, including:

Flights

Hotels

Ground transportation

Airport transfers

Conference registration

Restaurant reservations

Meeting locations

Visa requirements and supporting documentation

Travel itineraries

Changes or cancellations

Prepare a clear travel itinerary containing confirmation numbers, addresses, transportation arrangements, meeting schedules, key contacts, and other necessary information.

6. Personal & Family Administration

Provide trusted assistance with selected personal and family matters, including:

Personal appointments

Family schedules

Household-related coordination

School or family administrative matters when requested

Reservations

Events

Gifts

Personal travel

Important dates and celebrations

Personal documentation

Errands and special requests

Maintain strict separation and confidentiality between personal and professional information.

7. Business Support

Provide administrative coordination across the executive's various business interests.

Responsibilities may include:

Tracking important projects

Scheduling leadership meetings

Following up with senior employees

Coordinating communications between companies

Preparing basic reports and summaries

Maintaining executive files

Tracking contracts, documents, deadlines, and renewals

Coordinating with legal, financial, marketing, operations, and other professional advisors

Conducting basic business research

Supporting special initiatives and new business opportunities

The assistant is expected to understand the executive's major businesses and priorities well enough to recognize what requires immediate attention.

8. Professional Memberships, Conferences & Networking

Assist with management of executive memberships, conferences, leadership programs, and professional organizations.

Responsibilities include:

Tracking upcoming events

Managing registrations

Scheduling meetings around conferences

Maintaining important relationships and contact information

Preparing background information on individuals the executive will meet

Coordinating follow-up after introductions or networking events

Tracking membership requirements, renewals, and deadlines

9. Special Projects

Manage or assist with special projects assigned by the executive.

Examples may include:

Business research

Event coordination

Presentation preparation

Philanthropic initiatives

Speaking engagements

Corporate projects

Personal projects

Vendor sourcing

Market research

New business initiatives

The assistant must be comfortable receiving a broad objective and independently determining the steps required to complete it.

EXPECTED WORKING STYLE

The successful candidate must be:

Proactive: Do not wait to be reminded about everything. Anticipate what needs to happen next.

Extremely organized: Multiple businesses, meetings, projects, travel arrangements, and personal commitments must be managed simultaneously.

Discreet: This role will have access to confidential business, financial, personal, and family information.

Resourceful: When problems arise, research solutions and present options.

Responsive: Time-sensitive matters must be handled promptly.

Detail-oriented: Dates, names, documents, reservations, meeting times, and instructions must be accurate.

Calm under pressure: Changes, travel disruptions, urgent requests, and competing priorities are part of the role.

Emotionally intelligent: Understand when to escalate an issue, when to solve it independently, and how to communicate effectively with different personalities.

REQUIRED QUALIFICATIONS

Bachelor's degree preferred.

Previous experience as an Executive Assistant, Personal Assistant, Chief of Staff Associate, Executive Coordinator, or similar role.

Experience supporting a CEO, entrepreneur, senior executive, physician executive, family office principal, or high-level business leader strongly preferred.

Exceptional organizational and time-management skills.

Excellent written and verbal communication skills.

Strong proficiency with Microsoft Office, Google Workspace, calendar systems, Zoom, WhatsApp, and modern productivity tools.

Comfortable learning and using AI-based productivity tools.

Strong research and problem-solving abilities.

Ability to manage confidential and sensitive information.

Experience coordinating international travel preferred.

Ability to work independently with minimal supervision.

PERSONAL CHARACTERISTICS

The ideal candidate should demonstrate:

Integrity

Loyalty

Confidentiality

Maturity

Emotional intelligence

Professionalism

Good judgment

Initiative

Accountability

Flexibility

Strong follow-through

Respectful communication

A service-oriented mindset without requiring constant direction

PERFORMANCE EXPECTATIONS

Success in this position will be measured by:

Calendar accuracy and organization

Minimal missed deadlines or appointments

Quality of meeting preparation

Responsiveness to important matters

Completion of follow-up items

Travel organization and accuracy

Ability to anticipate executive needs

Reduction in administrative burden on the executive

Professional communication with stakeholders

Confidentiality and discretion

Ability to prioritize effectively

Reliability and ownership of responsibilities

THE STANDARD FOR THIS ROLE

The purpose of this position is not simply to complete tasks.

The Personal Executive Assistant should create order, structure, preparation, and follow-through around the executive's professional and personal life.

When something important is approaching, the executive should not have to ask:

"Did anyone remember this?"

The assistant should already know about it, have prepared for it, and have a clear plan for what happens next.

CONFIDENTIALITY

Due to the nature of this position, the successful candidate will be required to sign a comprehensive confidentiality and non-disclosure agreement.

Information relating to the executive, family, companies, employees, business strategies, financial matters, professional relationships, and personal affairs must be treated as strictly confidential both during and after employment.

For your situation, I would also make confidentiality, emotional intelligence, initiative, and follow-through major interview criteria—not just administrative experience. The best person for this role should remove things from your mental load rather than become another person you have to constantly manage.

Pay: ₦400,000.00 - ₦500,000.00 per month

Work Location: In person