Executive Assistant
Ascentech Services Limited
full-time
Job Summary
We are seeking a highly organized, proactive, and professional Executive Assistant to the Managing Director to provide comprehensive administrative, operational, and executive support.
The successful candidate will work closely with the Managing Director to manage schedules, coordinate meetings and events, follow up on key business activities, liaise with clients and vendors, and ensure that assigned tasks and priorities are executed efficiently.
Given the nature of the business, the role will also involve supporting the MD during events, activations, client engagements, and corporate activities, as well as assisting with designated social media and content management.
The ideal candidate should be highly organized, resourceful, discreet, an excellent communicator, and comfortable working in a fast-paced event environment.
Key Responsibilities
Executive Support & Calendar Management:
Manage the Managing Director's calendar, appointments, meetings, and daily schedule.
Coordinate meetings, travel arrangements, agendas, briefing materials, and follow-up actions.
Help the MD prioritize tasks and ensure important deadlines and commitments are not missed.
Provide day-to-day administrative support to ensure the smooth operation of the MD's office.
Event & Project Coordination:
Support the MD in coordinating cocktail events, activations, corporate engagements, and other business events.
Track event timelines, deliverables, and operational priorities.
Coordinate with internal teams and external partners to ensure the MD is adequately prepared for meetings and events.
Monitor assigned projects and provide timely updates to the MD on progress, outstanding tasks, and potential issues.
Client, Stakeholder & Vendor Management:
Serve as a key communication link between the MD, clients, vendors, partners, and other stakeholders.
Coordinate client meetings, presentations, and follow-up communications.
Liaise with event vendors, including venues, caterers, decorators, beverage suppliers, and other service providers.
Follow up on quotations, vendor deliverables, payments, and agreed timelines where required.
Maintain professional and timely communication with clients and business partners.
Administrative & Operational Support:
Prepare and organize reports, presentations, proposals, quotations, correspondence, and other business documents.
Take meeting minutes and follow up on agreed action points.
Maintain organized and accurate records of contracts, confidential documents, and business information.
Support procurement, expense tracking, reimbursement requests, and other administrative processes.
Follow up with team members on tasks delegated by the MD and provide updates where necessary.
Social Media & Content Support:
Manage designated social media platforms for the Managing Director and the company's social impact/nonprofit initiatives.
Plan and maintain content calendars and ensure consistent content publishing.
Create and publish social media content including posts, Reels, Stories, carousels, captions, and short-form videos.
Capture relevant content during meetings, events, activations, and speaking engagements.
Monitor engagement, comments, and messages and escalate matters requiring the MD's attention.
Stay updated on social media trends and suggest creative content ideas to improve reach and engagement.
Maintain an organized content library and provide basic reports on content activities and performance.
Requirements
Bachelor's Degree or HND in Business Administration, Management, Communications, or a related field.
2 - 3 years of experience as an Executive Assistant, Personal Assistant, Administrative Officer, or in a similar role.
Previous experience within an event, hospitality, entertainment, media, or fast-paced business environment is an advantage.
Excellent organizational and time-management skills.
Strong written and verbal communication skills.
Proficiency in Microsoft Office and/or Google Workspace.
Ability to prepare professional documents, presentations, reports, and correspondence.
Good knowledge of social media platforms and basic content creation tools.
Strong follow-up skills and the ability to manage multiple tasks simultaneously.
Professional appearance, attitude, and interpersonal skills.
Ability to maintain strict confidentiality when handling sensitive business and executive information.
Ability to work independently, take initiative, and anticipate the needs of the Managing Director.
Willingness to support events and business activities when required.
Key Competencies:
Executive & Administrative Support.
Organization & Time Management.
Event Coordination.
Client & Stakeholder Management.
Vendor Coordination.
Communication & Interpersonal Skills.
Social Media & Content Management.
Problem Solving.
Attention to Detail.
Confidentiality & Discretion.
Proactiveness & Initiative.
Multitasking & Prioritization.
Confidentiality:
The Executive Assistant will have access to confidential business, financial, client, vendor, and executive information and is expected to maintain strict confidentiality and exercise discretion at all times.
Performance Expectations:
The successful candidate is expected to demonstrate proactiveness, reliability, strong attention to detail, excellent follow-through, and the ability to anticipate and respond to the Managing Director's needs effectively, while supporting the smooth coordination of the company's day-to-day activities.