Executive Assistant

Executive Assistant Job at the People Office

The People Office is an HR consulting firm that helps businesses build better teams, streamline HR processes, and create effective people management systems. We provide services including recruitment and talent placement, HR setup, employee management, policies and documentation, performance management, and organisational development. Our goal is to help growing businesses attract, manage, and retain the right talent while building structured, productive, and sustainable organisations.

We are recruiting to fill the position below:

Job Position: Executive Assistant

Job

Location

Lekki, Lagos

Employment Type: Full-time

Department: Executive Office

Reports To:Creative Director

Job Summary

• The Executive Assistant (EA) will provide high-level administrative, organisational, and operational support to the Creative Directorensuring effective coordination of executive priorities, business activities, meetings, and strategic initiatives.
• The role requires a proactive and highly organised individual who can manage competing priorities, coordinate across departments, monitor the progress of assigned tasks, and ensure that important decisions and commitments are followed through.
• Working closely with the Managing Director and other members of the leadership team, the Executive Assistant will help improve executive efficiency, strengthen internal communication, and support the smooth running and growth of the business.

Key Responsibilities

Executive and Administrative Support:

• Manage the Managing Director's calendar, appointments, meetings, and business engagements.
• Prioritise meeting requests and ensure the CD'stime is allocated effectively.
• Prepare meeting agendas, presentations, briefing notes, and other required documents.
• Manage executive correspondence and draft professional emails, letters, reports, and internal communications.
• Organise and maintain confidential executive records and documents.
• Anticipate the Managing Director's needs and proactively address administrative requirements.

Business Coordination and Follow-Up:

• Track the Managing Director's priorities, assignments, and commitments.
• Maintain an executive action tracker to monitor tasks, deadlines, responsible persons, and completion status.
• Follow up with department leads and employees on outstanding assignments and management directives.
• Ensure agreed action points from meetings are documented and completed within specified timelines.
• Escalate overdue tasks, operational challenges, and decisions requiring the Managing Director's attention.
• Coordinate cross-functional activities to ensure alignment with business priorities.

Meeting and Communication Management:

• Schedule and coordinate internal and external meetings.
• Prepare meeting agendas and circulate relevant documents ahead of meetings.
• Record meeting minutes, decisions, and action points where required.
• Distribute meeting outcomes to relevant stakeholders and follow up on assigned responsibilities.
• Ensure effective communication between the Managing Director, employees, clients, vendors, and business partners.
• Handle confidential communications with professionalism and discretion.

Project and Operational Monitoring:

• Work with the Project Manager and other team leads to obtain updates on ongoing projects and business activities.
• Maintain a high-level overview of project milestones, deadlines, outstanding decisions, and significant risks.
• Track management approvals and follow up on pending decisions that may affect project delivery.
• Prepare consolidated updates for the Managing Director on operational progress and outstanding issues.
• Support coordination between design, procurement, project execution, finance, and administration teams.
• Escalate significant delays, resource constraints, or operational concerns to management.

xecutive Reporting and Information Management:

• Prepare weekly executive updates covering outstanding tasks, upcoming meetings, business priorities, and issues requiring attention.
• Compile information and reports from relevant departments for management review.
• Maintain organised records of executive decisions, business commitments, and key correspondence.
• Assist with the preparation of presentations, proposals, and management reports.
• Support the Managing Director in tracking progress against agreed business priorities.

Client and Stakeholder Coordination:

• Coordinate appointments and engagements with clients, suppliers, contractors, and business partners.
• Ensure the Managing Director is adequately briefed before important meetings.
• Follow up on agreed commitments and outstanding communications with stakeholders.
• Maintain professional relationships with internal and external stakeholders.
• Handle routine enquiries and direct matters to the appropriate department or individual.

Travel and Event Coordination:

• Coordinate business travel, accommodation, transportation, and itineraries.
• Organise logistics for client meetings, industry events, exhibitions, and company engagements.
• Assist with planning business meetings and corporate events.
• Ensure all necessary arrangements are completed ahead of scheduled engagements.

Confidentiality and Professional Conduct:

• Maintain strict confidentiality regarding company strategy, financial information, employee matters, and client records.
• Exercise sound judgement when handling sensitive matters on behalf of the Managing Director.
• Ensure confidential documents and communications are shared only with authorised individuals.
• Uphold the company's professional standards in all internal and external interactions.

Key Performance Indicators (KPIs)

The Executive Assistant's performance will be assessed against the following indicators:

• Executive Efficiency: Effective management of the Managing Director's schedule and priorities.
• Task Completion: Percentage of management action points followed up and completed within agreed timelines.
• Meeting Effectiveness: Timely preparation of agendas, meeting materials, minutes, and action trackers.
• Reporting Accuracy: Timely submission and accuracy of weekly executive reports.
• Follow-Up and Accountability: Effectiveness in tracking outstanding assignments and escalating overdue tasks.
• Communication Efficiency: Timely and professional handling of executive correspondence and stakeholder communication.
• Operational Visibility: Accuracy and timeliness of updates on projects, deadlines, and outstanding decisions.
• Confidentiality: Consistent protection of sensitive company and executive information.
• Planning and Coordination: Effective organisation of business meetings, travel, and other executive engagements.
• Proactiveness: Ability to anticipate needs, identify potential issues, and recommend practical solutions.

Qualifications and Experience

• Bachelor's Degree or HND in Business Administration, Management, Project Management, or a related field.
• 1–2 years of experience as an Executive Assistant, Executive Officer, Business Coordinator, or in a similar role.
• Previous experience supporting a CEO, Director, or senior executive is preferred.
• Experience working in an interior design, construction, architect