Executive Assistant

Company Name: Independent Project monitoring company limited

Job Description:

The Executive Assistant will provide high-level administrative support to senior executives, ensuring smooth operations and efficient time management. This role requires exceptional organizational skills, discretion, and the ability to manage multiple tasks in a fast-paced environment. The Executive Assistant acts as a key liaison between executives, clients, and internal teams, contributing to the overall success of the firm.

Key Responsibilities:

1. Administrative Support:

· Manage and maintain executives’ calendars, including scheduling meetings, appointments, and travel arrangements.

· Prepare and edit correspondence, reports, presentations, and other documents.

· Organize and maintain filing systems, both physical and digital, ensuring confidentiality and easy retrieval of information.

· Handle incoming and outgoing communications, including emails, phone calls, and mail.

2. Meeting Coordination:

· Coordinate and schedule internal and external meetings, including client meetings, board meetings, and team briefings.

· Prepare meeting agendas, take minutes, and follow up on action items.

· Arrange logistics for meetings, including venue booking, catering, and technology setup.

3. Travel Management:

· Plan and book domestic and international travel, including flights, accommodations, and transportation.

· Prepare detailed itineraries and ensure executives are well-prepared for trips.

4. Client Interaction:

· Act as the first point of contact for clients, ensuring a professional and positive experience.

· Assist in preparing client-facing materials, such as proposals, reports, and presentations.

· Maintain client databases and ensure accurate and up-to-date records.

5. Project Support:

· Assist executives in managing consulting projects, including tracking deadlines, milestones, and deliverables.

· Conduct research and compile data to support project development and decision-making.

· Collaborate with internal teams to ensure seamless project execution.

6. Office Management:

· Oversee office operations, including ordering supplies, managing vendors, and maintaining office equipment.

· Ensure the office environment is professional and conducive to productivity.

7. Confidentiality and Discretion:

· Handle sensitive information with the utmost confidentiality and professionalism.

· Act as a trusted advisor to executives, providing support on personal and professional matters as needed.

Qualifications:

Bachelor’s degree in Business Administration, Communications, or a related field preferred.

5 -7 years of experience as an executive assistant, Office manager, administrative role or in a similar engagement preferably with a consulting firm or professional services environment.

Skills:

· Exceptional organizational and time-management skills.

· Currently working as Executive assistant or senior administrative Officer

· Strong written and verbal communication skills.

· Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other productivity tools.

· Ability to multitask and prioritize effectively in a fast-paced environment.

· High level of attention to detail and accuracy.

· Strong interpersonal skills and the ability to build relationships with stakeholders at all levels.

· Discretion and professionalism in handling confidential information.

Experience:

• Refinery close out audit project: 10 years (Preferred)

Application Deadline: 15/05/2025

Job Type:  Full-time

Location: Lagos

Job Posted: 12th May 2025