Executive Assistant To The CEO Victoria Island

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 Job Title: Executive Assistant To The CEO

Location: Victoria Island, Lagos

Employment Type: Full-time

Reports To: Chief Executive Officer (CEO)

Work Arrangement: On-site / As required by the CEO Job Description

The Executive Assistant to the CEO will provide high-level administrative, organisational, operational, and strategic support to the Chief Executive Officer. The role requires an experienced, highly organised, discreet, proactive, and resourceful professional who can effectively manage the CEO’s schedule, correspondence, meetings, travel, documentation, follow-ups, and day-to-day priorities. The Executive Assistant will serve as a key point of coordination between the CEO and internal teams, clients, partners, vendors, stakeholders, and other external contacts. The successful candidate must be able to anticipate the CEO’s needs, manage competing priorities, follow through on outstanding matters, and ensure that important commitments do not fall through the cracks. This is not a purely administrative role. The ideal candidate must be capable of working with limited supervision, exercising sound judgment, handling confidential information, and taking ownership of tasks and projects delegated by the CEO.

Manage the CEO’s daily schedule, appointments, meetings, calls, and engagements. Maintain an accurate and up-to-date calendar, ensuring that meetings and commitments are properly scheduled and prioritised. Review the CEO’s schedule regularly and identify potential conflicts, gaps, or scheduling concerns. Prepare the CEO for meetings by ensuring that relevant documents, reports, presentations, briefs, and background information are available in advance. Provide reminders and timely updates regarding upcoming meetings, deadlines, appointments, and commitments. Screen and prioritise requests for the CEO’s time and attention. Coordinate internal and external meetings on behalf of the CEO. Ensure the CEO has adequate preparation time between meetings and engagements where required. Track important commitments made by the CEO and follow up with the relevant individuals or teams. Maintain a running list of pending matters requiring the CEO’s attention, decision, approval, or follow-up. Assist the CEO in organising and prioritising daily, weekly, and monthly activities.

Manage a complex and frequently changing executive calendar. Schedule meetings across multiple stakeholders while considering availability, location, urgency, and priority. Coordinate virtual and physical meetings, including Zoom, Google Meet, Teams, boardrooms, restaurants, offices, and external venues. Reschedule meetings when necessary and communicate changes promptly. Avoid unnecessary scheduling conflicts and ensure adequate travel and transition time between engagements. Maintain a clear distinction between urgent, important, routine, and personal appointments where applicable. Provide the CEO with daily or weekly schedule overviews when required.

Manage and coordinate correspondence on behalf of the CEO. Draft, review, and edit emails, letters, memos, proposals, reports, messages, and other business communications. Ensure that correspondence sent on behalf of the CEO is professional, clear, accurate, and appropriately worded. Monitor important email threads and ensure that pending correspondence receives appropriate follow-up. Prepare responses or draft replies for the CEO’s review where appropriate. Liaise professionally with clients, executives, senior management, partners, government representatives, vendors, consultants, and other stakeholders. Maintain appropriate communication with individuals who require access to or communication with the CEO. Ensure that important messages and requests are escalated to the CEO promptly.

Organise meetings from start to finish, including scheduling, invitations, venue arrangements, documents, refreshments, technology, and other logistics. Prepare meeting agendas and supporting materials where required. Take accurate meeting notes, minutes, decisions, and action points when requested. Maintain an action tracker for decisions and assignments arising from meetings. Follow up with responsible persons to ensure agreed actions are completed within the required timeframe. Provide the CEO with updates on outstanding action points. Maintain an organised digital filing system for meeting documents, minutes, presentations, and reports.

Follow-Up and Accountability:

A major responsibility of the Executive Assistant is ensuring that matters assigned by the CEO are followed through to completion. The Executive Assistant will:

Maintain a detailed tracker of tasks, requests, decisions, and pending matters. Follow up with staff, managers, clients, vendors, and external stakeholders on outstanding tasks. Monitor deadlines and provide reminders before deadlines are missed. Escalate delayed or unresolved matters to the CEO when necessary. Obtain status updates from relevant individuals and provide concise summaries to the CEO. Ensure that instructions given by the CEO are properly communicated and understood. Track the progress of projects and assignments delegated by the CEO. Ensure that the CEO does not have to repeatedly ask for updates on previously assigned matters

Plan and coordinate domestic and international travel for the CEO. Research and arrange flights, accommodation, transportation, airport transfers, restaurants, meetings, and other travel requirements. Prepare detailed travel itineraries. Coordinate airport pickups, drivers, hotel reservations, meeting locations, and other logistics. Monitor changes to flight schedules and make alternative arrangements when required. Prepare relevant travel documents and ensure that required information is readily available. Manage travel-related expenses and documentation. Coordinate travel schedules around the CEO’s business commitments. Provide the CEO with clear itineraries and important travel information before each trip.

Conduct research on behalf of the CEO as required. Research companies, individuals, markets, industries, products, services, events, venues, vendors, and potential business opportunities. Gather relevant information from credible sources and present findings in a clear and concise format. Prepare briefing notes, summaries, profiles, comparison documents, and research reports. Monitor relevant developments that may affect the CEO, company, clients, or ongoing projects. Assist the CEO in preparing for meetings by researching attendees, organisations, and relevant topics. Provide accurate information that supports the CEO’s decision-making.

Assist the CEO with the coordination of key business activities and initiatives. Support the implementation and monitoring of projects assigned by the CEO. Coordinate with department heads and team members to obtain information, reports, updates, and deliverables. Assist with the preparation of management reports, presentations, business documents, and internal communications. Monitor selected operational matters on behalf of the CEO. Identify issues requiring the CEO’s attention and provide relevant background information before escalating them. Support the CEO in ensuring that strategic priorities are translated into actionable tasks. Assist with the coordination of company-wide meetings, retreats, events, workshops, and special projects. Provide administrative support for board meetings, management meetings, investor meetings, and other high-level engagements.

Take ownership of projects or assignments delegated directly by the CEO. Develop timelines, task lists, and follow-up schedules for assigned projects. Coordinate with relevant departments and external parties to move projects forward. Monitor project milestones and report progress to the CEO. Identify delays, risks, dependencies, and issues that may affect project completion. Ensure that deliverables are completed to the expected standard and within agreed timelines. Prepare project updates and status reports for the CEO. Maintain proper documentation throughout the project lifecycle.

Serve as a professional point of contact between the CEO and selected internal and external stakeholders. Build and maintain positive working relationships with clients, business partners, consultants, vendors, executives, and other stakeholders. Coordinate introductions, meetings, calls, and follow-ups. Maintain an organised database of key contacts and stakeholder information. Ensure that important relationships and commitments are properly tracked. Handle sensitive or difficult communications professionally and discreetly. Represent the CEO professionally when communicating with stakeholders.

The Executive Assistant will have access to highly confidential business and personal information and must demonstrate exceptional discretion. Responsibilities include:

Maintain strict confidentiality regarding company information and the CEO’s personal and professional affairs. Safeguard confidential documents, contracts, financial information, employee information, business plans, correspondence, and other sensitive materials. Exercise discretion when handling sensitive conversations and communications. Restrict access to confidential information to authorised persons. Maintain secure and organised digital and physical records. Ensure confidential documents are properly stored and shared only when necessary. Immediately report any suspected breach of confidentiality, data loss, or unauthorised access.

Maintain an organised filing system for the CEO’s documents and records. Organise digital folders, correspondence, reports, contracts, presentations, meeting documents, and other business records. Ensure documents can be retrieved quickly when required. Maintain version control for important documents. Prepare, format, edit, and proofread business documents. Convert, scan, print, compile, and distribute documents as required. Maintain appropriate naming conventions and document structures. Archive outdated documents appropriately.

Where required, the Executive Assistant may:

Track expenses incurred by the CEO. Maintain records of receipts, invoices, payments, and reimbursements. Coordinate expense claims and supporting documentation. Assist with monitoring budgets for specific CEO-related activities or projects. Liaise with Finance regarding payments, invoices, and expense documentation. Follow up on outstanding invoices or payments assigned by the CEO. Prepare simple expense summaries when required.

Coordinate logistics for corporate events, conferences, dinners, meetings, speaking engagements, networking events, and other engagements involving the CEO. Liaise with event organisers, venues, vendors, speakers, guests, and other stakeholders. Coordinate invitations, confirmations, schedules, transportation, accommodation, and event materials. Prepare briefing documents and schedules for the CEO. Ensure the CEO is fully informed of event expectations and requirements. Provide on-site support where required.

Where required and appropriate, the Executive Assistant may provide limited personal administrative support to the CEO, including:

Scheduling personal appointments. Coordinating personal travel and reservations. Managing personal reminders and commitments. Coordinating personal errands that require professional handling. Arranging gifts, reservations, or special occasions. Coordinating household or personal service providers where specifically delegated. Supporting the CEO with personal logistics that intersect with professional commitments. The Executive Assistant must maintain the same level of confidentiality and professionalism when handling personal matters.

CEO Office Administration

The Executive Assistant will help maintain an efficient and well-organised CEO's office by:

Ensuring that the CEO has the necessary documents and information required for daily activities. Coordinating visitors and managing access to the CEO. Organising the CEO's office files and records. Monitoring office supplies and administrative requirements related to the CEO's office. Coordinating with drivers, domestic staff, vendors, and service providers where applicable. Ensuring that the CEO's office and meeting areas are appropriately prepared for important meetings. Maintaining professional standards around the CEO's office and executive engagements.

Decision-Making and Judgement

The successful candidate must demonstrate strong professional judgment. The Executive Assistant is expected to:

Determine which matters require immediate escalation to the CEO. Resolve routine administrative and logistical issues independently. Recommend practical solutions rather than simply presenting problems. Protect the CEO's time by filtering unnecessary interruptions and requests. Understand when an issue can be handled independently and when management input is required. Maintain professionalism when dealing with confidential, sensitive, or high-pressure situations. Anticipate potential problems and address them before they become urgent.

Reports directly to: Chief Executive Officer Key working relationships may include:

Senior Management Department Heads HR and Administration Finance Operations Clients Business Partners Vendors and Service Providers Consultants Government and regulatory representatives Personal and professional contacts of the CEO The Executive Assistant must be comfortable communicating with individuals at all levels of an organisation.

Key Performance Indicators (KPIs)

Performance will be assessed against, but not limited to, the following:

Accuracy and effectiveness of the CEO's calendar. Reduction of scheduling conflicts and avoidable disruptions. Timely reminders and preparation for meetings and engagements.

Task & Follow-Up Management:

Percentage of assigned tasks completed within agreed timelines. Effectiveness of follow-up with internal and external stakeholders. Accuracy and consistency of task trackers. Communication Quality and timeliness of correspondence. Professional handling of internal and external communication. Accuracy of information communicated to the CEO and stakeholders.

Meetings properly scheduled and prepared for. Availability of relevant documents and information before meetings. Timely documentation and follow-up of action points.

CEO's level of preparedness for meetings, travel, and engagements. Ability to anticipate requirements. Ability to independently resolve routine issues.

Zero unauthorised disclosure or mishandling of confidential information. Proper management of sensitive documents and communications.

Accessibility and accuracy of executive records. Effective document and information management. Ability to maintain order despite changing priorities.

Timely completion of CEO-assigned projects. Quality of project coordination and reporting. Effective communication with project stakeholders.

 Job Requirements

 Education:

Bachelor's Degree in Business Administration, Management, Administration, Communications, Social Sciences, or a related field. Additional professional qualifications or certifications in Executive Assistance, Office Administration, Project Management, Business Management, or a related discipline will be an advantage.

Minimum of 5 years' relevant experience in executive assistance, senior administrative support, executive office management, personal assistance, operations coordination, or a similar role. Previous experience supporting a CEO, Founder, Managing Director, Executive Director, or senior executive is strongly preferred. Experience working in a fast-paced business environment is highly desirable. Experience managing multiple priorities, senior stakeholders, confidential information, and complex schedules is essential.

Excellent calendar and diary management. Strong meeting and appointment coordination. Advanced organisational and administrative skills. Excellent document management. Strong follow-up and task-tracking ability.

Excellent written and verbal communication skills. Strong business writing and proofreading skills. Professional telephone and email etiquette. Ability to communicate effectively with senior executives and external stakeholders.

Microsoft Word Microsoft Excel Microsoft PowerPoint Microsoft Outlook Google Workspace Google Calendar Zoom Microsoft Teams Project and task management platforms The candidate should be comfortable learning new digital tools and systems quickly.

Strong research skills. Ability to analyse information and identify relevant details. Ability to prepare concise executive summaries. Strong presentation and report preparation skills.

Excellent attention to detail. Strong time-management skills. Ability to manage several tasks simultaneously. Ability to work with deadlines. Strong filing and record-keeping skills.

Highly organised Proactive Discreet and trustworthy Mature and emotionally intelligent Resourceful Detail-oriented Professional Reliable Fast-thinking Solution-oriented Calm under pressure Adaptable Confident but respectful Able to work independently Comfortable taking initiative Strong at follow-through The candidate must understand that an Executive Assistant's effectiveness is measured not only by completing assigned tasks but also by anticipating needs, preventing avoidable problems, and ensuring that the CEO's priorities are consistently moved forward.

Location: Victoria Island, Lagos. Full-time position. The role may require flexibility outside standard working hours based on the CEO's schedule and business requirements. Occasional early mornings, evenings, weekends, travel, or attendance at external engagements may be required. The role requires a high level of responsiveness and availability during critical business periods. The successful candidate must be comfortable working in a dynamic environment where priorities may change at short notice.

Within the first 3–6 months, a successful Executive Assistant should be able to:

Fully understand the CEO's working style, priorities, preferences, and communication style. Manage the CEO's calendar with minimal supervision. Establish an effective system for tracking tasks, commitments, and follow-ups. Ensure the CEO is properly prepared for meetings and engagements. Develop strong working relationships with key internal and external stakeholders. Anticipate routine needs and resolve administrative issues independently. Improve the organisation and accessibility of the CEO's documents and information. Take ownership of delegated projects and drive them to completion. Reduce the administrative burden on the CEO and create more time for strategic priorities.

The overall objective of the Executive Assistant is to make the CEO more organised, more prepared, more informed, and more effective by taking ownership of executive administration, coordination, communication, follow-up, logistics, and delegated responsibilities. The successful candidate should function as a trusted extension of the CEO's office, exercising sound judgment, maintaining confidentiality, and ensuring that important priorities are consistently followed through to completion.

29th October, 2026. How to Apply

Interested and qualified candidates should forward their resume to: [Email hidden - Login to reveal] using the subject of interest as the title of the email.