Executive Assistant at Eko Maintenance Limited

Eko Maintenance Limited is a rapidly growing Facility Management Company that specializes in maintenance of high rise building facilities with office located in Victoria Island, Lagos.Job Summary

The Executive Assistant provides high-level administrative, organizational, and operational support to the CEO, Managing Director, or other senior executives.
The role involves managing schedules, coordinating meetings, handling confidential information, preparing reports, facilitating communication, and ensuring the smooth and efficient running of the executive office.
The ideal candidate must be highly organized, proactive, discreet, detail-oriented, and capable of managing multiple priorities in a fast-paced business environment.

Key Responsibilities
Executive Support and Calendar Management:

Manage the executive's calendar, appointments, meetings, and engagements.
Coordinate internal and external meetings, including preparing agendas and taking minutes where required.
Arrange travel itineraries, hotel reservations, transportation, and related logistics.
Monitor deadlines, follow up on pending tasks, and ensure timely completion of assignments.

Communication and Correspondence:

Manage emails, telephone calls, letters, and other correspondence on behalf of the executive.
Draft, review, and proofread emails, reports, presentations, memos, and official documents.
Serve as a liaison between the executive, employees, clients, business partners, and other stakeholders.
Ensure professional, timely, and appropriate communication across all engagements.

Administrative and Operational Support:

Prepare meeting materials, presentations, reports, and briefing notes.
Maintain accurate records, filing systems, and executive office documentation.
Coordinate office activities and support special projects assigned by the executive.
Track action items from meetings and follow up with relevant departments to ensure implementation.
Assist with expense tracking, invoice processing, and preparation of reimbursement requests.

Meeting and Project Coordination:

Organize management meetings, board meetings, conferences, and corporate events.
Prepare meeting agendas, distribute relevant documents, and record minutes when required.
Monitor project timelines and communicate progress updates to the executive.
Coordinate with departments to obtain reports, updates, and other required information.

Confidentiality and Professionalism:

Handle sensitive business, financial, personnel, and executive information with strict confidentiality.
Exercise sound judgment when managing confidential correspondence and executive decisions.
Represent the executive office professionally in all internal and external interactions.
Identify potential scheduling conflicts, administrative challenges, and operational issues and recommend solutions.

Key Performance Indicators (KPIs)
Performance will be assessed based on:

Effective management of the executive's calendar and appointments.
Timely preparation and delivery of reports, correspondence, and meeting documents.
Accuracy and completeness of meeting minutes and action-item tracking.
Timely follow-up and closure of assigned tasks.
Efficient coordination of meetings, travel, and executive engagements.
Quality of communication and stakeholder feedback.
Compliance with confidentiality and document-management standards.
Overall contribution to executive productivity and office efficiency.

Qualifications and Requirements

Bachelor's Degree or HND in Business Administration, Management, Office Technology and Management, or a related field.
A minimum of 2–5 years of relevant experience in executive assistance, personal assistance, administration, or office management.
Proven experience supporting senior management or C-suite executives is an advantage.
Strong written and verbal communication skills.
Excellent organizational, planning, and time-management abilities.
Proficiency in Microsoft Office applications, particularly Word, Excel, PowerPoint, and Outlook, or equivalent productivity tools.
Experience with virtual meeting platforms, digital calendars, and document management systems.
High levels of integrity, discretion, professionalism, and attention to detail.
Ability to multitask, prioritize competing demands, and work independently with minimal supervision.

Key Competencies:

Excellent interpersonal and stakeholder management skills.
Strong problem-solving and decision-making abilities.
Proactive approach to tasks and responsibilities.
Effective coordination and follow-up skills.
Adaptability and resilience under pressure.
High level of accuracy and attention to detail.
Ability to anticipate executive needs and manage competing priorities.
Strong sense of accountability and ownership.

Working Relationships:
The Executive Assistant will work closely with:

The CEO/Managing Director and senior management team.
Department heads and other employees.
Clients, vendors, consultants, and business partners.
External stakeholders and relevant service providers.