Executive & Personal Assistant (Managing Director’s Office)

AI summary

PIF Africa seeks an Executive & Personal Assistant to support the Managing Director with calendar management, logistics, stakeholder liaison, and documentation. Requires 1-3+ years of executive support experience, valid driver's license, and strong organizational skills. Hausa proficiency is an advantage.

• Requires valid driver's license with clean record.
• Hausa proficiency is an advantage.
• Role involves professional and personal support to the MD.
• 1-3+ years of executive support or related experience needed.

Original source description

Executive & Personal Assistant (Managing Director’s Office) | Jobgurus Toggle navigation Jobs Job Seekers Aptitude Test Scholarships Register Sign in Employer? Post a Job CLICK HERE TO JOIN OUR WHATSAPP CHANNEL Executive & Personal Assistant (Managing Director’s Office) Role Overview: PIF Africa’s Administration & Project Management team is seeking an Executive & Personal Assistant to support the Managing Director across both executive and private-office functions. The role provides disciplined coordination across executive and personal calendar management, task and follow-through governance, stakeholder liaison, travel and mobility logistics, vendor and service provider management, procurement and sourcing, deal/process administration support, meeting and event coordination, and structured documentation. The role operates within the Administration & Project Management Department and reports administratively to the Managing Consultant (Admin & PM), while providing day-to-day functional support directly to the Managing Director. All responsibilities: documented below and supplemented from time to time are delivered in support of the Managing Director’s executive and private-office functions, and may interface with internal departments, clients, vendors, and external stakeholders as required. Who You Are: Bachelor’s degree (or equivalent experience) in Business Administration, Social Sciences, Operations, Logistics, Hospitality, Public Health, or related disciplines. 1–3+ years exposure in executive support, personal assistance, logistics coordination, administration, stakeholder management, customer service or structured service environments. Valid driver’s license with a clean record and strong road-safety discipline; confident supporting executive mobility when required. Highly organized with strong documentation and follow-through discipline; comfortable maintaining trackers, logs, and structured checklists. Strong discretion, integrity, confidentiality, and judgment in a role that blends professional and personal support. Strong interpersonal skills with a warm, professional, and service-oriented demeanor. Able to coordinate multiple stakeholders calmly under shifting priorities and tight timelines. Proficiency in Microsoft Office or Google Workspace tools; comfortable using shared trackers and structured task platforms. Willingness to travel out-of-station with minimal prior notice and support occasional evening/weekend engagements where required. Hausa proficiency is an advantage. What You'll Do: Executive Support (Executive Assistant Responsibilities) Manage the MD’s complex professional schedule and calendar, including planning, coordinating, confirming, rescheduling and ensuring time is protected. Ensure the MD is adequately prepared for engagements by coordinating logistics, confirmations, and required materials in advance. Arrange conference calls, schedule & attend meetings, oversee meeting logistics, take minutes where needed, and follow up on action items. Maintain and update a comprehensive task management system tracking the MD’s professional responsibilities, including MD involvement in client mandates/projects, ensuring tasks are organized and completed on time. Prepare briefing materials and timely reminders of important tasks and deadlines. Assist in monitoring ongoing projects, activities and matters handled by the MD; follow up with relevant teams for updates and closure evidence. Act as a primary point of contact between the MD and internal/external stakeholders, ensuring communications are professional, timely, and tracked to closure. Follow up on matters with internal teams, clients, partners, and key stakeholders to ensure smooth project execution and communication. Maintain distribution lists, contacts and stakeholder register; administer internal and external correspondence. Conduct KYC checks and gather relevant information on clients, contractors, advisors, and other key stakeholders as delegated. Manage relationships supporting onboarding and execution of scope of work for key vendors, clients, and stakeholders (coordination and follow-through support, not technical delivery ownership). Administer processes associated with deals and mandates, including procurement of consultants, internal coordination, invoice issuance support, processing expense memos, and disbursement requests (in coordination with Finance/Admin & PM workflows). Draft and format correspondence, reports, emails, letters, proposals and other business documents in line with client requirements: and PIF Africa standards. Develop and maintain an efficient documentation and filing system for MD office records; manage and file confidential information appropriately. Organize and manage professional travel arrangements (flights, accommodation, transport) and itineraries. Coordinate and organize key professional events, meetings, and conferences for the MD including venue bookings, equipment setup, guest lists, gift procurement and catering. Oversee general office functions relevant to the MD’s office and ensure the MD’s workspace and support processes are well-organized. Personal Support (Personal Assistant Responsibilities) Assist with scheduling and managing personal appointments, reservations, and personal service providers when required. Maintain personal follow-up reminders and ensure delegated personal commitments are properly tracked and executed. Organize and manage personal travel arrangements (flights, accommodation, transport) and itineraries, including short-notice adjustments. Provide support with coordination and execution of errands and engagements as delegated by the MD, including pickups/drop-offs and time-sensitive logistics. Provide driving support where required; maintain high safety standards and professional conduct while supporting executive mobility. Serve as the MD’s delegated point-of-contact for personal stakeholder matters including personal banking enquiries, insurance enquiries (including professional indemnity-related enquiries where delegated), enquiries, checks/viewings, and other personal/professional hybrid enquiries that require field coordination. Manage relationships with personal vendors and service providers; coordinate appointments, inspections, repairs, deliveries, and follow-ups to closure. Coordinate sourcing and procurement of personal items and household needs (market, retail, online), ensuring basic cost comparison and quality checks. Coordinate gift sourcing and delivery for family/friends and key personal occasions as delegated. Support planning and execution logistics for personal events and key dates (birthdays, small gatherings), including vendor coordination and confirmations. Support the MD in organizing personal files, records and communications in an orderly and accessible manner. Maintain orderly personal documentation and traceable logs where required, applying strict confidentiality and good judgment. Cross-Cutting Capabilities: All PIF Africa Consultants, regardless of level or role, must demonstrate some core capabilities, kindly see link attached - Here Why Join Us? 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