Executive Assistant - Aviation
full-time
The Purple Scripts is an HR consulting and recruitment company that helps businesses identify, attract, and hire the right talent for their teams. We work closely with organizations to understand their staffing needs, develop targeted recruitment strategies, source and screen qualified candidates, and support the hiring process from start to finish. The goal is to make recruitment more efficient and effective while helping businesses build capable, reliable, and high-performing teams.
We are recruiting to fill the position below: Job Title: Executive Assistant - Aviation Location: Lagos Employment Type: Full-time
Role Overview
We are seeking a highly organised, dependable, and discreet Executive Assistant to provide comprehensive administrative and personal-office support to a senior executive and help ensure the smooth running of assigned office activities.
The role will be based on-site in Lagos to provide coordination support to Head Office in Abuja, including carrying out Lagos-based assignments and follow-up actions as directed by the executive or Abuja-based team.
The ideal candidate is mature, professional, resourceful, and comfortable supporting a senior leader with a high level of responsibility and attention to detail.
Key Responsibilities
Provide day-to-day administrative and executive support, ensuring that assigned tasks, instructions and follow-ups are handled accurately and on time.
Manage the executive's calendar, schedule appointments, coordinate meetings and communicate changes to relevant parties.
Arrange meeting logistics, including venue bookings, access arrangements, preparation of documents, printing, photocopying and distribution of meeting materials.
Prepare, format, proofread and present business correspondence, reports, briefing notes, minutes, schedules and other documents.
Develop and update professional PowerPoint presentations, management reports, Excel trackers, spreadsheets and administrative records.
Handle printing, scanning, binding, filing, document collation and dispatch, ensuring that documents are complete, legible and professionally presented.
Coordinate local assignments and administrative assignments in Lagos based on instructions received from the executive or the Abuja office, ensuring timely completion and clear feedback.
Serve as a reliable communication link between the executive, Lagos office, Abuja office, staff, vendors and other external contacts.
Receive, screen, prioritise and direct calls, messages, emails and visitors as appropriate; ensure important matters are brought to the executive's attention promptly.
Make travel arrangements where required, including flight bookings, accommodation, ground transportation, itineraries and supporting documentation.
Assist with basic financial and administrative documentation, including preparing expense schedules, tracking receipts, organising invoices and maintaining records for review and approval.
Liaise with finance or accounts personnel to follow up on invoices, payment documentation, reimbursements and other administrative finance matters, without independently approving payments unless expressly authorised.
Maintain organised physical and electronic filing systems for correspondence, reports, contracts, receipts, meeting records and other confidential documents.
Track action points, deadlines and pending requests; follow up with relevant individuals and provide concise status updates.
Support the preparation of management reports by gathering information, updating trackers, checking document accuracy and presenting information in a clear format.
Coordinate office supplies, printing requirements, courier services, document collection and other routine office administration.
Assist with arrangements for visitors, meetings and official engagements, ensuring that the executive's requirements are anticipated and properly coordinated.
Handle confidential business, financial and personal information with tact, discretion and professionalism.
Undertake other reasonable administrative and coordination duties assigned by the executive or management.
Performance Expectations
Executive instructions and assigned tasks are completed accurately and within agreed timelines.
Reports, presentations and other documents are professionally formatted, accurate and ready when required.
Meetings, travel, accommodation and administrative arrangements are coordinated efficiently.
Lagos-based assignments and cross-office requests are completed with timely status updates.
Records, invoices, receipts and office documents are properly organised and retrievable.
Communication is handled promptly, courteously and with appropriate discretion.
The executive receives reliable administrative support and is kept informed of outstanding actions.
Required Qualifications and Experience
A bachelor's degree or HND in Business Administration, Office Management, Accounting, Finance, Management or a related discipline.
Previous experience as an Executive Assistant, Personal Assistant, Administrative Officer, Office Manager or in a similar support role, preferably supporting a senior executive or business leader.
A finance, accounting or business administration background will be an advantage, particularly experience handling invoices, expense records, receipts and basic financial documentation.
Strong proficiency in Microsoft Word, Excel and PowerPoint, including document formatting, spreadsheet management, report preparation and presentation development.
Excellent written and verbal communication skills and the ability to prepare clear, professional business documents.
Experience coordinating meetings, travel, accommodation, assignments, office administration and communication across more than one office location.
Good organisational and record-keeping skills, with the ability to manage multiple assignments and meet deadlines.
A valid driver's licence and the ability to travel within Lagos for work-related assignments will be an advantage.
Core Competencies and Personal Attributes:
Mature, dependable, composed, and professional in manner.
High integrity and discretion when handling confidential information and sensitive instructions.
Proactive and resourceful, with the ability to anticipate needs and complete tasks with minimal supervision.
Strong attention to detail, accuracy and quality of presentation.
Excellent time management, organisation and follow-through.
Polite, confident and effective when dealing with senior executives, colleagues, vendors and visitors.
Practical problem-solving ability and willingness to take ownership of assigned tasks.
Flexible and responsive to changing priorities while maintaining a calm and respectful approach.
Comfortable carrying out office-based duties as well as Lagos-based assignments when required.
Working Relationships:
The Executive Assistant will work closely with the assigned executive, the Abuja and Lagos offices, management, finance and administrative personnel, vendors, service providers and other external contacts.