Executive Assistant – Legal & Administration

Executive Assistant – Legal & Administration

Domeo Resources International (DRI) is a prolific organization that proffers HR and Management Consultancy solutions premised on excellence and innovation.

Executive Assistant – Legal & Administration

• Job Type Full Time
• Qualification BA/BSc/HND
• Experience 4 - 7 years
• Location Abia , Abuja
• Job Field Legal and Regulatory

Reports to: Group Managing Director / Group CEO

Direct Reports: Administrative Assistants, Office Support Staff and other personnel assigned to the Executive Office, where applicable

Main Function

The Executive Assistant – Legal & Administration provides high-level executive, legal administrative and corporate support to the Group Managing Director/Group CEO.

The role is responsible for managing executive office activities, coordinating meetings and correspondence, maintaining confidential corporate records, supporting legal and contractual documentation, monitoring statutory and regulatory requirements, and ensuring timely follow-up on decisions and actions arising from Management and Board meetings.

The role will support the administration of the Group and its subsidiaries, including businesses operating across Hospitality and Real Estate, and will liaise with internal departments, subsidiary management teams, external legal counsel, government agencies, regulatory bodies, consultants, clients and other stakeholders as required.

The Executive Assistant will ensure that the Executive Office operates efficiently, confidential matters are properly handled, legal and administrative documentation is well organised, and assigned actions are followed through to completion.

Role Responsibilities

Executive Office Support

• Provide comprehensive administrative and executive support to the Group Managing Director/Group CEO.
• Manage the Executive's calendar, appointments, meetings and engagements.
• Coordinate daily schedules and ensure timely communication of appointments and commitments.
• Prepare meeting schedules, agendas, briefing notes and supporting documents.
• Screen and coordinate correspondence, requests and communications directed to the Executive Office.
• Maintain an organised filing and follow-up system for executive matters.
• Assist with travel arrangements, accommodation and itineraries where required.
• Ensure the Executive is adequately prepared for meetings and engagements.

Legal Administrative Support

• Provide administrative support in the coordination of legal matters affecting the Group and its subsidiaries.
• Maintain records of legal documents, agreements, contracts, notices, licences and regulatory correspondence.
• Coordinate the review and execution of legal documents with internal and external legal advisers.
• Maintain a register of contracts and agreements across the Group.
• Monitor expiry dates, renewal dates and key obligations under important contracts.
• Track outstanding legal matters and ensure appropriate follow-up.
• Assist in preparing documents required by the Group's lawyers and external legal counsel.
• Ensure legal documents are properly stored, indexed and accessible to authorised personnel.

Contract and Agreement Administration

• Maintain a central database of Group contracts and agreements.
• Track contract commencement dates, expiry dates, renewal periods and key obligations.
• Follow up with relevant departments on contracts requiring renewal, review or action.
• Coordinate the circulation of agreements for review and approval.
• Maintain executed copies of contracts and supporting documentation.
• Ensure contracts are properly filed according to the relevant subsidiary or business unit.
• Escalate expiring or outstanding contractual matters to Management and/or Legal Counsel.
• Assist in maintaining confidentiality of sensitive commercial and contractual information.
• Corporate Governance Support
• Support the Executive Office in coordinating corporate governance activities.
• Assist with preparation and circulation of Board and Management meeting materials.
• Prepare meeting notices, agendas and administrative documents as required.
• Record or coordinate the preparation of minutes of meetings.
• Maintain records of Board and Management resolutions.
• Maintain an action tracker for decisions arising from Board and Management meetings.
• Follow up with responsible officers on outstanding actions.
• Ensure sensitive governance documents are securely maintained.

Board and Management Meeting Coordination

• Coordinate schedules for Board, Management and Executive meetings.
• Prepare meeting invitations and supporting documentation.
• Ensure meeting rooms, technology and other requirements are arranged.
• Compile reports and documents required for meetings.
• Take minutes or coordinate minute-taking where assigned.
• Circulate approved minutes and action points to relevant stakeholders.
• Maintain a confidential record of meeting proceedings and resolutions.
• Monitor implementation of approved actions.

Regulatory and Compliance Administration

• Maintain a calendar of important statutory, regulatory and corporate compliance deadlines.
• Support the Executive Office and Legal team in monitoring compliance requirements across subsidiaries.
• Follow up with relevant departments on required licences, permits, registrations and renewals.
• Maintain records of regulatory filings and correspondence.
• Coordinate documentation required by regulatory authorities.
• Assist with monitoring compliance requirements relating to the Group's Hospitality and Real Estate businesses.
• Escalate missed deadlines, outstanding filings or potential compliance issues.
• Maintain a compliance tracker for matters assigned to the Executive Office.

Hospitality and Real Estate Administrative Support

• Provide administrative support on corporate and legal matters affecting the Group's hospitality businesses.
• Coordinate documentation relating to hotel, restaurant, events and other hospitality operations where required.
• Support the administration of property-related agreements, leases, tenancy documentation and other real estate records.
• Maintain organised records for property documentation, development agreements and relevant approvals.
• Coordinate communication between the Executive Office and subsidiary management.
• Track important administrative and legal matters across hospitality and real estate subsidiaries.
• Ensure sensitive property and commercial documents are appropriately maintained.
• Correspondence and Communication Management
• Draft, format a