Executive Assistant

AI summary

SmartChain Limited is hiring an Executive Assistant to the CEO in Lagos. The role provides high-level executive, administrative and business support including calendar, travel, meetings, documents, stakeholder coordination and HR support. Full-time, mid-level role requiring 3 years experience, strong judgment, discretion and organization.

• Executive Assistant to the CEO role based in Lagos
• Full-time position, Monday to Friday, 8 to 5 working hours
• Requires 3 years experience at mid-level; strong English required
• Confidential salary; recent graduates with strong skills may apply

Original source description

S Executive Assistant SmartChain Limited Admin & Office Today New Lagos Full Time Confidential Share link Share on WhatsApp Share on LinkedIn Share on Facebook Share on Twitter Share via SMS Experience: Level: Mid level Experience: Length: 3 years Language Requirement: English Working Hours: Full Time - 8 to 5 Job descriptions & requirements: SmartChain Limited is hiring an Executive Assistant to the CEO to provide high-quality executive, administrative, and business support to the Managing Director/Chief Executive Officer. The role will manage the CEO’s schedule, communications, meetings, travel, priorities, and follow-up. It will also coordinate stakeholders, support selected business and HR activities, and manage special projects assigned by the CEO. This is a demanding role requiring sound judgment, discretion, organization, and the ability to manage changing priorities. You will work closely with employees, clients, partners, vendors, and other stakeholders while handling sensitive information and assignments. The role is based in Lagos and may require travel, onsite attendance, and scheduled work across different time zones. Exceptional recent graduates with strong judgment, communication, organization, technology skills, and evidence of leadership or project delivery are encouraged to apply. Key Responsibilities: Executive Schedule, Communication and Travel • Manage the CEO’s calendar, appointments, meetings, deadlines, professional commitments, and daily priorities. • Screen and coordinate emails, calls, correspondence, invitations, and requests requiring the CEO’s attention. • Arrange domestic and international travel, including flights, accommodation, transportation, itineraries, and supporting documents. • Anticipate scheduling conflicts, protect the CEO’s time, and ensure that urgent or important matters receive appropriate attention. Meeting and Action Management • Schedule meetings and prepare agendas, briefing notes, presentations, background information, and supporting materials. • Attend meetings, record decisions and action items, assign agreed responsibilities, and maintain action trackers. • Follow up with employees and stakeholders on behalf of the CEO and escalate overdue, blocked, or high-risk matters. • Maintain clear records of executive decisions, commitments, deadlines, and required follow-up. Documents, Research and Administration • Draft, edit, format, and review correspondence, reports, presentations, proposals, minutes, and other executive documents. • Conduct research, gather information, and summarize relevant findings to support decisions, meetings, and business priorities. • Maintain organized executive, employee, client, project, invoice, expense, and administrative records. • Coordinate expense reports, invoice approvals, office requirements, and other administrative matters assigned to the Office of the CEO. Stakeholder and Business Support • Provide marketing with participant insights, employer needs, user feedback, success stories, and campaign recommendations. • Support participant recruitment, employer outreach, sponsorship campaigns, product launch activities, and approved program communications. • Collect feedback from participants, mentors, employers, partners, sponsors, and platform users. • Maintain a simple feedback process, share priority issues with the appropriate teams, and communicate relevant outcomes to stakeholders. HR and Team Coordination • Support interview scheduling, candidate communication, employee documentation, onboarding, and CEO approvals. • Maintain accurate and confidential employee files, registers, organizational information, and assigned HR records. • Coordinate meetings and communications between the CEO, employees, candidates, and relevant HR stakeholders. • Support team activities and follow up on assigned responsibilities: without replacing the authority of functional managers. Special Projects and Business Priorities • Coordinate selected CEO-sponsored projects by maintaining plans, timelines, owners, deliverables, risks, and status reports. • Support the implementation and tracking of business plans, strategic priorities, consulting assignments, and operational initiatives. • Coordinate contributors across departments and external stakeholders, ensuring that agreed actions progress on schedule. • Identify delays, risks, and dependencies early and escalate matters requiring executive decisions. CEO Visibility and Personal Coordination • Coordinate speaking engagements, events, professional profiles, biographies, briefing notes, presentations, and approved executive communications. • Manage selected appointments, travel, and personal logistics that affect the CEO’s work and availability. • Coordinate authorized vendors, personal staff, vehicles, facilities, or maintenance requirements: where specifically assigned. • Handle all professional and personal matters with discretion, confidentiality, and appropriate record-keeping. Reporting, Technology and Confidentiality • Prepare concise weekly updates covering the CEO’s priorities, open actions, upcoming commitments, stakeholder matters, risks, and required decisions. • Use Microsoft 365 and approved digital tools to improve scheduling, document management, collaboration, action tracking, and executive workflows. • Use AI tools responsibly for approved research, drafting, summarization, meeting preparation, and productivity tasks. • Protect all executive, employee, client, financial, legal, commercial, strategic, and personal information and avoid unauthorized commitments on behalf of SmartChain or the CEO. Candidate Profile This role is open to high-potential recent graduates and early-career professionals who demonstrate maturity, initiative, discretion, strong communication, and dependable follow through. Relevant experience: may come from employment, internships, national service, student leadership, volunteering, entrepreneurship, consulting projects, freelance work, or independently led initiatives. What You Need • Strong organizational, planning, communication, writing, and time-management skills. • Excellent attention to detail and the ability to manage multiple priorities, deadlines, and stakeholders. • Confidence engaging senior executives, employees, clients, partners, vendors, and candidates. • Proficiency in Microsoft Outlook, Teams, Word, Excel, PowerPoint, SharePoint, OneDrive, and task-management tools. • Ability to prepare professional documents, presentations, meeting materials, action trackers, and reports. • Sound judgment, discretion, confidentiality, and the ability to identify matters requiring escalation. • A proactive approach to solving problems and completing work with limited supervision. • Flexibility to work onsite, travel when required, and support scheduled engagements across different time zones. Experience: and Qualifications • 3–5 years of relevant executive support, administration, project coordination, consulting, operations, business support, or stakeholder-management experience. • Exceptional recent graduates are encouraged to apply. • Bachelor’s degree or HND in Business Administration, Law, Management, Finance, Engineering, Communications, or a related discipline. • Previous experience: as an Executive Assistant, Business Manager, Project Coordinator, Administrative Officer, or similar role is an advantage but not required. • Evidence of leadership, project delivery, professional writing, stakeholder coordination, or managing complex responsibilities: will be considered. • Relevant certifications are helpful but will not replace evidence of judgment, initiative, and delivery. Performance Measures Performance will be assessed based on: • Accuracy and effectiveness of the CEO’s calendar, meetings, scheduling, and travel arrangements. • Quality and timeliness of briefing materials, documents, minutes, reports, and presentations. • Completion of agreed actions, executive requests, and special projects within required timelines. • Responsiveness, professionalism, and stakeholder experience. • Accuracy and organization of executive, employee, financial, project, and administrative records. • Timely identification and escalation of conflicts, delays, risks, and unresolved matters. • Effective use of technology to improve executive-office productivity and information flow. • Judgment, discretion, confidentiality, adaptability, reliability, and responsibility for outcomes. First 60-Day Outcomes Within the first 60 days, you will be expected to: • Establish an effective system for managing the CEO’s calendar, priorities, meetings, correspondence, and travel. • Review and organize executive-office files, trackers, contacts, commitments, and recurring responsibilities. • Introduce a clear process for meeting preparation, minutes, action tracking, follow-up, and escalation. • Understand SmartChain’s teams, services, active projects, clients, partners, and key stakeholders. • Establish concise weekly reporting covering priorities, completed actions, upcoming commitments, risks, and decisions required. • Identify practical improvements to executive workflows, document management, stakeholder coordination, and use of technology. Specific targets will be agreed during onboarding based on the CEO’s priorities and current business requirements. What SmartChain Offers • Direct exposure to executive decision-making, business operations, client engagements, and strategic initiatives. • Practical experience: across executive support, stakeholder management, HR coordination, business development, project delivery, and administration. • Meaningful responsibility and the opportunity to work closely with the CEO and business leaders. • Opportunities for professional growth, learning, increased responsibility, and cross functional experience. • Competitive compensation based on experience: and capability. • Performance-linked incentives tied to agreed outcomes. • HMO and pension in accordance with SmartChain policy and applicable Nigerian requirements, effective upon confirmation. • A working environment that values initiative, judgment, confidentiality, learning, and measurable results. < Log In and Apply Important safety tips Do not make any payment without confirming with the Jobberman Customer Support Team. 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