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Executive Assistant

1 month ago

Lekki, Lagos, Nigeria HR-ON-WHEELS Full time
Provide comprehensive administrative support to the CEO, including managing their calendar, scheduling meetings, coordinating travel, and handling day-to-day correspondence.
Prepare meeting agendas, take minutes, and ensure that action items are followed up and completed in a timely manner.
Act as a point of contact between the CEO and internal/external stakeholders, ensuring that messages are relayed efficiently and professionally.
Assist in the preparation of reports, presentations, and other documents required for internal and external communications.
Oversee and maintain detailed project files, including contracts, design concepts, client specifications, meeting notes, and all related correspondence.
Ensure that all project timelines, milestones, and deadlines are accurately documented and tracked. Notify relevant teams of any upcoming deadlines or required actions.
Organize and maintain an efficient digital and physical filing system for all active and completed projects, ensuring that documents are easily accessible.
Assist with communication between the project team and clients, ensuring that key documents (contracts, invoices, proposals) are filed, updated, and sent on time.
Ensure the office environment is maintained in a clean, organized, and efficient manner, including overseeing office supplies and equipment.
Liaise with external vendors and service providers for office-related needs (supplies, maintenance, IT support, etc.).
Establish and maintain an effective filing system for administrative, financial, and project-related documents, ensuring compliance with company standards.
Handle routine office tasks such as receiving guests, answering phones, managing mail, ordering supplies, and ensuring all office functions are operating smoothly.
Coordinate with different departments (design, production, etc.) to ensure the timely execution of tasks and project milestones.
Assist in organizing company events, client meetings, and internal team-building activities as needed.
Prioritize and manage multiple tasks, ensuring deadlines are met without compromising quality or attention to detail.

Qualifiction / Experience
Bachelor's degree in Business Administration, Interior Design, or a related field (preferred).
2-3 years of experience in an executive assistant, office manager, or administrative support role, ideally in the interior design, architecture, or creative industries.
Proven experience in project management or document management systems.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Google Workspace.
Familiarity with project management tools (e.g., Trello, Asana, Monday.com) and document management software.
Strong organizational and multitasking abilities, with excellent attention to detail.
Ability to handle sensitive information with confidentiality and professionalism.
Strong verbal and written communication skills, with the ability to interact confidently with clients, vendors, and team members.
Proactive, resourceful, and able to work independently while maintaining a collaborative attitude.
Ability to work under pressure and manage competing priorities in a fast-paced environment.
Strong problem-solving skills and the ability to adapt to changing priorities.
Flexible and willing to take on new tasks as required.
A keen interest or background in interior design is highly advantageous.