Executive Assistant at Domeo Resources International

We are recruiting to fill the position below:
Job Title: Executive Assistant

Location:  Abuja (FCT)
Reports to: Managing Director / Chief Executive Officer
Direct Reports: None (liaises with administrative staff and departmental heads)

Main Functions

• The Executive Assistant provides high-level administrative, operational, and strategic support to the executive, ensuring efficient management of the executive's time, communications, and daily activities.
• The role involves coordinating schedules, managing correspondence, preparing reports and presentations, and serving as a trusted point of contact between the executive and internal and external stakeholders.
• The ideal candidate must be highly organised, technologically proficient, discreet, and able to work with minimal supervision.

Role Responsibilities
Executive Support and Administration:

• Manage the executive's calendar, appointments, meetings, and travel arrangements.
• Screen and prioritise calls, emails, and correspondence on behalf of the executive.
• Draft, proofread, and edit letters, memos, reports, and other official documents.
• Prepare briefing notes, agendas, and supporting materials for meetings.
• Take minutes of meetings and follow up on action points and deadlines.
• Handle confidential information with the highest level of discretion.

Communication and Stakeholder Coordination:

• Serve as the first point of contact for the executive's office with clients, partners, government officials, and staff.
• Coordinate communication between the executive and departmental heads.
• Represent the executive's office professionally in all interactions.
• Organise internal and external meetings, events, and site visits.

Records, Reporting and Information Management:

• Maintain organised physical and digital filing systems for executive documents and records.
• Prepare periodic reports, dashboards, and presentations for management review.
• Track project updates, tasks, and deliverables assigned by the executive.
• Compile data and summaries from various departments for executive decision-making.

Technology and Systems Support:

• Use digital tools to manage scheduling, task tracking, document sharing, and virtual meetings.
• Create and format professional documents, spreadsheets, and presentations.
• Manage the executive's email, cloud storage, and shared drives.
• Ensure data confidentiality, backup, and responsible use of company information systems.
• Adopt new software and productivity tools to improve office efficiency.

Office and Financial Administration:

• Process expense claims, invoices, and requisitions for the executive's office.
• Assist in monitoring the executive office budget and administrative expenditure.
• Coordinate with procurement and finance teams on approvals and payments.
• Oversee office supplies and logistics for the executive's office.

Key Performance Indicators (KPIs)

• Accurate and timely management of the executive's schedule and meetings.
• Timely and error-free preparation of documents, reports, and presentations.
• Effective follow-up on action points and deadlines.
• Efficient use of digital tools and systems to improve office productivity.
• Confidentiality and professionalism in handling sensitive information.
• Positive feedback from the executive and internal and external stakeholders.

Qualifications and Requirements
Education and Certifications:

• Bachelor's degree or HND in Business Administration, Office Management, Secretarial Studies, Communications, or a related discipline.
• Professional certification in Executive/Personal Assistance, Project Management, or Office Administration is an added advantage.
• Certification in relevant office or productivity software is an advantage.

Experience:

• Minimum of 3–5 years of experience as an Executive Assistant, Personal Assistant, or Administrative Officer, preferably supporting senior management.
• Experience handling confidential information and managing executive schedules.
• Experience in a construction, engineering, or corporate environment is an added advantage.

Skills:

• Technology (Required): Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and/or Google Workspace.
• Technology (Required): Proficiency with virtual meeting and collaboration tools (Zoom, Microsoft Teams, Google Meet, Slack).
• Technology (Required): Experience with calendar, task, and project management tools (e.g., Trello, Asana, Microsoft Planner).
• Technology (Required): Ability to use cloud storage and document management systems securely, and to learn new software quickly.
• Technology (Added Advantage): Basic data analysis and reporting, and familiarity with AI-based productivity tools.
• Organisation: Excellent time management, multitasking, and prioritisation skills.
• Communication: Excellent verbal and written communication and interpersonal skills.
• Discretion: High level of integrity, confidentiality, and professionalism.
• Problem-Solving: Proactive, resourceful, and able to anticipate the executive's needs.
• Attention to Detail: Accuracy in documentation, scheduling, and reporting.

Method of Application
Interested and qualified candidates should forward their CVs and cover letters to: recruitment@domeoresources.org with "Executive Assistant – Abuja" as the subject of the email.

Note:  Only shortlisted candidates will be contacted.