Job details
Location: Abuja (FCT)
Job Type: Full-time
Job Summary
Domeo Resources International is seeking a highly organised, proactive and technologically proficient Executive Assistant to provide high-level administrative, operational and strategic support to the Managing Director/Chief Executive Officer.
The successful candidate will be responsible for managing executive schedules, coordinating meetings and travel arrangements, handling correspondence, preparing reports and presentations, maintaining records and ensuring effective communication between the executive and internal and external stakeholders.
The ideal candidate must demonstrate excellent organisational, communication and multitasking skills, discretion, professionalism and the ability to work independently with minimal supervision.
Job Description
1. Executive Support and Administration
Manage the executive's calendar, appointments, meetings and travel arrangements.
Screen and prioritise calls, emails and correspondence.
Draft, proofread and edit letters, memos, reports and official documents.
Prepare meeting agendas, briefing notes and supporting materials.
Take meeting minutes and follow up on action points and deadlines.
Handle confidential information with discretion.
2. Communication and Stakeholder Coordination
Serve as the first point of contact for the executive's office.
Coordinate communication between the executive and departmental heads.
Maintain professional relationships with clients, partners, government officials and staff.
Organise internal and external meetings, events and site visits.
3. Records, Reporting and Information Management
Maintain organised physical and digital filing systems.
Prepare periodic reports, dashboards and presentations.
Track projects, tasks and deliverables assigned by the executive.
Compile departmental data and summaries to support executive decision-making.
4. Technology and Systems Support
Use digital tools for scheduling, task tracking, document sharing and virtual meetings.
Prepare and format professional documents, spreadsheets and presentations.
Manage executive emails, cloud storage and shared drives.
Ensure data confidentiality, backup and responsible use of company information systems.
Adopt new software and productivity tools to improve office efficiency.
5. Office and Financial Administration
Process expense claims, invoices and requisitions.
Assist in monitoring the executive office budget and administrative expenditure.
Coordinate with procurement and finance teams on approvals and payments.
Oversee office supplies and logistics.
Key Performance Indicators (KPIs)
Accurate and timely management of executive schedules and meetings.
Timely and error-free preparation of documents, reports and presentations.
Effective follow-up on action points and deadlines.
Efficient use of digital tools and systems.
Confidentiality and professionalism in handling sensitive information.
Positive feedback from the executive and stakeholders.
Requirements
Bachelor's degree or HND in Business Administration, Office Management, Secretarial Studies, Communications or a related discipline.
Minimum of 3–5 years of experience as an Executive Assistant, Personal Assistant or Administrative Officer, preferably supporting senior management.
Professional certification in Executive/Personal Assistance, Project Management or Office Administration is an added advantage.
Experience handling confidential information and managing executive schedules.
Experience in a construction, engineering or corporate environment is an added advantage.
Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint and Outlook) and/or Google Workspace.
Proficiency in virtual meeting and collaboration tools such as Zoom, Microsoft Teams, Google Meet and Slack.
Experience with calendar, task and project management tools such as Trello, Asana and Microsoft Planner.
Ability to use cloud storage and document management systems securely.
Basic data analysis and reporting skills are an added advantage.
Familiarity with AI-based productivity tools is an added advantage.
Excellent time management, multitasking and prioritisation skills.
Strong verbal and written communication skills.
High level of integrity, confidentiality and professionalism.
Proactive, resourceful and able to anticipate executive needs.
Excellent attention to detail and problem-solving abilities.