Executive Assistant

Responsibilities:

Executive Office & Communication:

Coordinate executive correspondence, travel arrangements, site visits, and deadline reminders. Screen requests, obtain supporting documents, and prepare clear emails, memos, letters, and decision-ready briefs.

Performance & Reporting:

Collect standard departmental reports; check for completeness and internal consistency. Consolidate results, compare actual performance against targets, identify trends and variances, and track corrective actions. Prepare weekly/monthly performance dashboards and management packs.

Cross-Functional Monitoring:

Maintain exception-based visibility across Operations, Logistics/Fleet, Sales, Customer Experience, Warehouse/Assets, Finance/Accounts, Administration/Facilities, IT/Odoo, Production/Maintenance, and Internal Control/Compliance.

Projects, Policies & Compliance:

Track project milestones, approved costs, risks, and evidence of completion. Maintain the policy/compliance calendar and follow up on control and policy actions.

Meetings, Decisions & Actions:

Prepare meeting agendas and circulate pre-reading materials. Record attendance, decisions, deadlines, dependencies, and risks. Issue minutes promptly; maintain action and approval registers; follow up and escalate blocked or overdue matters.

Confidentiality & Records:

Secure vendor, financial, and executive information. Control document versions, retain signed approvals, and report suspected information leakage.

Operating Rhythm (Daily, Weekly, Monthly):

Daily: Review calendars, urgent correspondence, and pending approvals. Update action trackers. Issue end-of-day exception summaries. Weekly: Validate departmental reports, consolidate dashboards, prepare management reviews, and circulate agendas. Monthly/Quarterly: Coordinate full management packs, compile budget vs. actuals, prepare compliance calendars, and support quarterly performance reviews.

Requirements:

A minimum of a bachelor’s degree or HND in Business Administration, Accounting, Finance, Economics, Management, Project Management, or a related field. 3–5 years of relevant experience in executive support, performance management, business analysis, project coordination, or management reporting. Strong written communication and business reporting skills. Advanced Excel, dashboard creation, and presentation skills. Ability to interpret operational and financial reports, KPIs, trends, and variances. Excellent organisation, judgment, follow-through, and project coordination abilities. Strong stakeholder management and cross-functional collaboration skills. Proactive, discreet, objective, and firm but respectful. Calm under pressure and committed to evidence, deadlines, and professional boundaries.