Executive Assistant to Management

Job Overview

We are seeking an exceptional Executive Assistant to support the Office of the Chief Executive Officer (CEO) and Chief Operating Officer (COO).

This role is responsible for managing executive priorities, protecting leadership time, coordinating critical information flow, documenting management decisions, and ensuring timely follow-through on strategic actions.

The successful candidate will serve as the operational centre of the executive office — ensuring meetings are effectively coordinated, decisions are properly recorded, documents meet professional standards, and commitments are tracked through completion.

This is a high-visibility role suited for a highly organised professional who thrives in a fast-paced environment and understands the importance of confidentiality, accuracy, and executive effectiveness.

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Key Responsibilities

Executive Calendar and Time Management

• Manage and coordinate the calendars of the CEO and COO, resolving conflicts and ensuring effective use of executive time.
• Screen, prioritise, and route incoming correspondence, calls, requests, and meeting invitations.
• Identify urgent matters requiring executive attention and appropriately manage routine requests.
• Prepare briefing notes, talking points, background information, and meeting materials ahead of executive engagements.
• Maintain a live tracker of executive commitments, decisions, and follow-up actions to ensure timely closure.

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Meeting Coordination and Documentation

• Receive and manage meeting requests, confirm availability, and coordinate attendance.
• Schedule meetings, issue invitations, and circulate agendas and supporting documents in advance.

• Attend meetings where required and prepare accurate minutes capturing:

  • Decisions made
  • Action points
  • Assigned responsibilities
  • Deadlines

• Circulate minutes promptly and track action items until completion or formal rescheduling.

• Maintain an organised register of management, departmental, board, and external meeting records.

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Document and Report Management

• Manage document and report requests from executives and functional leaders.
• Review documents for accuracy, completeness, consistency, and professional presentation.

• Prepare and format documents according to approved corporate standards, including:

  • Letterhead
  • Structure
  • Formatting style
  • Presentation quality
  • Footer requirements

• Route documents for review and approval before external release.

• Track deadlines relating to:

  • Regulatory requirements
  • Investor and lender deliverables
  • Compliance renewals
  • Internal reporting

• Maintain secure document repositories and data rooms with proper:

  • Version control
  • Access management
  • Document retention practices

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Executive Travel and Event Coordination

• Coordinate executive travel arrangements, including:

  • Flights
  • Accommodation
  • Transportation
  • Venues
  • Visas and protocols where required

• Research travel options and provide cost comparisons for approval.

• Prepare complete travel itineraries covering schedules, contacts, locations, meetings, and required documents.

• Coordinate executive meetings, corporate events, site visits, and stakeholder engagements from planning through completion.

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Support for Functional Leaders

• Act as the central scheduling and documentation point of contact for departmental leaders.
• Coordinate information flow across business functions.
• Consolidate departmental inputs into management reports, strategy sessions, and review meetings.
• Track departmental milestones and provide timely reminders before key deadlines.
• Provide administrative, meeting, correspondence, and formatting support while maintaining appropriate boundaries around technical and commercial decisions.

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Governance and Records Management

• Maintain registers of governance documents, policies, and organisational frameworks.
• Monitor document review dates and ensure records remain current.
• Support due diligence exercises and preparation of information rooms for external stakeholders.
• Maintain statutory and regulatory renewal trackers.
• Promote accurate record keeping and proper use of approved business systems.

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Daily Executive Office Close-Out

• Review outstanding tasks and confirm progress with responsible owners.
• Send required reminders and follow-ups before close of business.
• Update executive calendars with changes, cancellations, and new commitments.

• Prepare a next-day executive brief covering:

  • Schedule
  • Priorities
  • Pending decisions
  • Documents awaiting review or signature

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Performance Expectations

Performance will be measured against agreed objectives, including:

• Meeting minutes and action points circulated within 24 hours.
• Executive meeting agendas and briefing packs prepared at least 24 hours before meetings.
• 95% or higher completion rate for action items by agreed deadlines.
• Documents prepared and routed within agreed timelines.
• 95% or higher accuracy and quality standard for released documents.
• Zero missed statutory, regulatory, or critical business deadlines.
• Complete travel itineraries issued at least 48 hours before departure.
• Daily next-day executive briefs consistently delivered.
• Executive documents properly filed within 48 hours.
• Zero confirmed confidentiality breaches.

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Qualifications and Experience

Essential Requirements

• Bachelor’s degree or HND in Business Administration, Secretarial Studies, Social Sciences, Communications, or related discipline.
• 3–5 years’ experience supporting senior executives as an Executive Assistant, Personal Assistant, or similar administrative role.

• Strong capability in:

  • Minute-taking
  • Business writing
  • Report preparation
  • Document formatting

• Advanced proficiency in:

  • Microsoft Word
  • Microsoft Excel
  • Microsoft PowerPoint
  • Microsoft Outlook
  • Calendar management tools

• Demonstrated ability to manage confidential information and multiple priorities independently.

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Preferred Requirements

• Experience in energy, oil and gas, infrastructure, construction, finance, or similar industries.
• Understanding of regulatory and corporate environments.
• Experience supporting due diligence processes, data rooms, lender reporting, or investor documentation.
• Professional certification in executive support, administration, or corporate governance.
• Knowledge of accounting or enterprise business systems.

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Ideal Candidate Profile

The ideal candidate is:

• Highly organised, detail-focused, and dependable.
• Proactive with strong follow-through skills.
• Able to identify errors in documents, dates, figures, and schedules before they become issues.
• Naturally discreet and trusted with sensitive information.
• Calm under pressure and able to manage competing priorities.
• Professional, courteous, and confident when engaging with senior stakeholders.
• Comfortable escalating risks early to prevent missed deadlines.

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Scope and Authority

The role may:

• Manage executive calendar time within agreed guidelines.
• Request information and inputs from departments.
• Send reminders and follow-ups on behalf of executives.
• Release approved documents to external parties after proper authorisation.

The role may not:

• Approve company expenditure.
• Commit the organisation contractually.
• Release confidential documents without approval.
• Disclose sensitive information.
• Alter executive decisions without written instruction.

The Executive Assistant will coordinate procurement and expenditure requests through approved processes but will not hold approval authority.

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Working Conditions

• Full-time, office-based role.
• Occasional travel may be required for meetings, site visits, and executive engagements.
• Flexibility required to support executive schedules, deadlines, and business priorities.
• Competitive compensation and professional development opportunities.