Executive Assistant

Domeo Resources International (DRI) is a prolific organisation which proffers HR and Management Consultancy solutions premised on excellence and innovation. DRI analyses various organisational problems, develops improvement plans, deploys those plans and monitors the plans to ensure improved organisational performance.

We are recruiting to fill the position below:

Job Position: Executive Assistant

Job 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.