Nigeria jobs in Lagos

Job Description

Executive Assistant to the Chairman

Job Title

Executive Assistant to the Chairman

Department

Executive Office

Group

Executive Office

Location

Head Office, Churchgate Towers 2, Victoria Island, Lagos

Reports To

Chairman

Direct Reports

None

Grade

Date Issued

POSITION DESCRIPTION

The Executive Assistant to the Chairman provides high-level administrative, organisational and coordination support to ensure the efficient functioning of the Chairman’s Office. The role exists to protect the Chairman’s time, ensure business-critical matters are progressed without lapses, and safeguard the confidentiality and responsiveness of executive operations.

The role demands sound judgement, absolute discretion and the ability to manage sensitive information and competing priorities in a fast-paced environment.

JOB RESPONSIBILITIES

Executive and administrative support

• Manage the Chairman’s calendar, schedule meetings and resolve competing commitments.
• Coordinate travel, accommodation, itineraries and related expense documentation.
• Act as the primary point of contact between the Chairman and internal and external stakeholders.
• Prepare agendas, briefing notes, presentations and reports ahead of meetings.
• Attend meetings where required, take accurate minutes, and track follow-through on agreed action points.
• Handle confidential documents and sensitive information with absolute discretion at all times.
• Prioritise and manage multiple tasks efficiently, escalating conflicts early.

Office and coordination duties

• Coordinate communication between departments on behalf of the Chairman and follow up on requests issued from the Chairman’s Office.
• Track deadlines, approvals, commitments and deliverables linked to the Chairman’s Office.
• Support the execution of strategic initiatives and special projects as assigned.
• Maintain filing discipline, correspondence logs and reliable retrieval of executive records.
• Ensure the smooth day-to-day running of the Chairman’s Office, including operational continuity during the Chairman’s absence.

Finance support: contingency cover only

This role provides contingency support to Finance only. It carries no independent authority over billing, receipts, banking or the customer ledger. The following limits apply without exception:

• Prepare draft client invoices at the request of the Chief Finance Officer where the Credit Control Officer and Finance Officer are both unavailable.
• Submit all draft invoices to the Finance Officer or Chief Finance Officer for review and release. No invoice may be issued to a client by this role directly.
• Forward supporting documentation to Finance promptly and retain no separate invoice register.
• Refer all invoice queries to Finance for resolution.

The role holder shall not have access to receipts, banking records or the customer ledger, and shall not perform reconciliations. Any period of contingency cover shall be recorded in writing by the Chief Finance Officer, stating the dates and reason.

General

• Recommend improvements to Executive Office systems, administrative processes and document controls.
• Maintain high standards of confidentiality, professionalism, data privacy and business judgement at all times.
• Carry out other responsibilities reasonably assigned by the Chairman within the scope and grade of the role.

AUTHORITY LIMITS

The role holder may:

• Schedule, reschedule and decline meeting requests on the Chairman’s behalf within agreed parameters.
• Request information and updates from departments on the Chairman’s behalf.

The role holder may not:

• Approve payments, issue invoices to clients, or commit the Company contractually.
• Issue instructions to staff in the Chairman’s name without the Chairman’s express authorisation on the specific matter.
• Grant any third party access to confidential executive records.

KEY PERFORMANCE INDICATORS

Performance is reviewed [quarterly] against the measures below.

S/N

MEASURE

TARGET / SOURCE

1. Diary and travel management

No engagement missed due to a scheduling error; calendar updated same day. Measured from the Chairman’s calendar and travel file.

2. Responsiveness to correspondence

All correspondence acknowledged or routed within 24 hours. Measured from the Executive Office inbox.

3. Meeting materials

Agendas and briefing notes circulated at least 24 hours before the meeting, in 95% of cases.

4. Minutes and action points

Minutes circulated within 24 hours; at least 95% of action points closed by the agreed date, evidenced by the action tracker.

5. Deadline and commitment tracking

A written status update issued weekly; no tracked deadline missed without prior escalation.

6. Confidentiality and data protection

Zero confirmed breaches; full compliance with Company policy and the Nigeria Data Protection Act.

7. Finance contingency cover

Draft invoices submitted to Finance for review within 24 hours of request, with zero errors identified on review.

QUALIFICATIONS AND EXPERIENCE

KEY PERFORMANCE INDICATORS

Performance is reviewed [quarterly] against the measures below.

MEASURE/ TARGET

1.Diary and travel management

No engagement missed due to a scheduling error; calendar updated same day. Measured from the Chairman’s calendar and travel file.

2.Responsiveness to correspondence

All correspondence acknowledged or routed within 24 hours. Measured from the Executive Office inbox.

3.Meeting materials

Agendas and briefing notes circulated at least 24 hours before the meeting, in 95% of cases.

4.Minutes and action points

Minutes circulated within 24 hours; at least 95% of action points closed by the agreed date, evidenced by the action tracker.

5.Deadline and commitment tracking

A written status update issued weekly; no tracked deadline missed without prior escalation.

6*.Confidentiality and data protection*

Zero confirmed breaches; full compliance with Company policy and the Nigeria Data Protection Act.

7.Finance contingency cover

Draft invoices submitted to Finance for review within 24 hours of request, with zero errors identified on review.

QUALIFICATIONS AND EXPERIENCE

· A first degree in Business Administration, Finance, Law, Secretarial Studies, or a related discipline.

· Minimum of five years’ experience supporting senior executives, preferably in financial or professional services.

· Advanced proficiency in Microsoft Office and familiarity with document management systems.

· A relevant professional certification is an advantage.

COMPETENCIES

· Discretion and sound judgement under pressure.

· Strong written and verbal communication.

· Stakeholder management across all levels, internally and externally.

· Planning, prioritisation and attention to detail.

· Personal integrity and reliability.

COVER ARRANGEMENTS

During periods of absence, the duties of this role shall be discharged by [designated role]. The role holder shall provide a written handover covering outstanding commitments, deadlines and pending correspondence before any planned absence.

CONFIDENTIALITY

The role holder shall execute the Company’s Confidentiality and Non-Disclosure Agreement on appointment. Confidentiality obligations continue after the engagement end

Job Type: Full-time

Pay: From ₦650,000.00 per month

Application Question(s):

• Do you have your NYSC discharge or Exemption letter
• Do you have a minimum of 5 years experience supporting senior executives
• Have you worked as an Executive Assistant before?
• Are you within the age bracket 30-37?

Education:

• Higher National Diploma (Required)

License/Certification:

• professional certification (Preferred)

Work Location: In person