Executive Assistant - Ajah

Job Description: Executive Assistant to the COO

Position Title: Executive Assistant to the Chief Operating Officer (COO)
Reports To: Chief Operating Officer
Mode: Hybrid (3 days Onsite)

Location: Ajah
Employment Type: Full-time

Position Summary

The Executive Assistant to the COO provides high-level administrative and operational support to the COO, ensuring efficient time management, smooth execution of daily activities, and effective coordination across the organization. The role requires exceptional organizational skills, discretion, professionalism, and the ability to work with little to no supervision while managing multiple priorities. The individual must be a self starter, takes initiative tech savvy, fast learner, meticulous with documentation. The ability to engage with non educated staff is a plus.

Key Responsibilities

Administrative Support

• Manage the COO’s calendar, appointments, meetings, and travel arrangements.
• Draft, review, and manage correspondence, reports, presentations, and documents on behalf of the COO.
• Maintain organized filing systems, records, and databases (both electronic and physical).
• Prepare agendas, take minutes, and follow up on action items from meetings.

Operational Coordination

• Support the COO in monitoring company projects, initiatives, and key performance indicators (KPIs).
• Coordinate and communicate with internal teams to ensure timely execution of the COO’s directives.
• Track deadlines, project milestones, and deliverables for operational initiatives.
• Conduct research and prepare briefing notes to support decision-making.

Stakeholder & Relationship Management

• Serve as the first point of contact for the COO’s office, handling inquiries with professionalism.
• Build and maintain positive relationships with clients, partners, and internal staff.
• Coordinate with other executives’ offices to ensure alignment and collaboration.

Confidentiality & Professionalism

• Handle highly sensitive information with absolute discretion.
• Anticipate the COO’s needs and proactively address issues before they escalate.
• Exercise sound judgment in prioritizing tasks and decision-making.

Qualifications

• Bachelor’s degree in Business Administration, Management, or related field.
• Minimum of 5 years’ experience as an Executive Assistant, preferably supporting a C-level executive.
• Strong organizational and multitasking skills with the ability to prioritize competing demands.
• Excellent communication skills (written and verbal).
• Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook) and other productivity tools.
• High level of professionalism, discretion, and integrity.
• Strong problem-solving, critical thinking, and analytical abilities.

Key Competencies

• Organization & Time Management – ability to manage multiple tasks effectively.
• Attention to Detail – accuracy in documentation, scheduling, and communication.
• Interpersonal Skills – tactful, diplomatic, and professional in dealing with stakeholders.
• Proactive & Resourceful – able to anticipate needs and take initiative.
• Confidentiality – maintains trust with sensitive information.
• Adaptability – comfortable in a fast-paced, dynamic environment.

Performance Indicators (KPIs)

• Timeliness and accuracy of deliverables for the COO.
• Efficiency in managing schedules and priorities.
• Quality of reports, presentations, and documentation prepared.
• Stakeholder satisfaction with communication and coordination.
• Responsiveness and proactive problem-solving.

Job Type: Full-time

Pay: From ₦300,000.00 per month

Application Question(s):

• Do you live in or close to Ajah, Lagos?