Executive Assistant (Hospitality & Retail)

We are recruiting to fill the position below:

Job Title: Executive Assistant (Hospitality & Retail)

Location: Lekki Phase 1, Lagos, Nigeria
Job Type: Full time

Job Brief

• We are seeking a highly organized, proactive, and resourceful Executive Assistant to provide comprehensive administrative and operational support to the CEO across multiple businesses, including a retail and café business, a boutique hotel and restaurant, and other business ventures.
• This role requires an individual who can manage competing priorities, maintain strict confidentiality, anticipate the needs of a busy executive, and ensure the smooth coordination of daily business and personal commitments.
• The successful candidate must possess exceptional organizational skills, sound judgment, excellent communication abilities, and the discretion required to handle sensitive information.
• The ideal candidate is an experienced Executive Assistant who has supported senior executives or business owners with multiple entities and is comfortable working in a fast-paced, dynamic environment.

Responsibilities

• Manage the CEO's calendar, appointments, meetings, and daily schedule across multiple businesses.
• Prioritize incoming requests, correspondence, and communications, ensuring urgent matters receive immediate attention.
• Perform any other duties assigned by the CEO.
• Coordinate cross-functional activities between the retail, hospitality, and other business operations.
• Conduct research, gather information, and prepare briefing materials for meetings and business opportunities.
• Prepare reports, dashboards, and summaries to support executive decision-making.
• Build and maintain positive working relationships with clients, suppliers, government agencies, consultants, and external stakeholders.
• Screen phone calls, emails, and other communications on behalf of the CEO.
• Organize executive meetings, management meetings, and strategic planning sessions.
• Coordinate travel arrangements, accommodation, transportation, and detailed itineraries for business trips.
• Assist with special projects, new business initiatives, and operational improvements as assigned.
• Assist in tracking business priorities, ensuring deliverables are completed as scheduled.
• Maintain accurate records, confidential files, contracts, and important business documents.
• Support occasional personal administrative tasks for the CEO where required.
• Coordinate internal and external meetings, prepare agendas, record meeting minutes, and follow up on action items.
• Handle confidential and sensitive business information with the highest level of professionalism and discretion.
• Monitor ongoing projects across the CEO's businesses and follow up with department heads to ensure timely execution of tasks and deadlines.
• Anticipate the CEO's needs and proactively resolve issues before they arise.
• Draft, proofread, and prepare professional emails, reports, presentations, letters, and other business documents.
• Act as the primary point of contact between the CEO and internal teams, clients, vendors, business partners, and other stakeholders.
• Manage office administration tasks relating to the Executive Office.

Requirements

• High level of professionalism, integrity, and discretion when handling confidential information.
• Experience preparing reports, presentations, meeting minutes, and executive correspondence.
• Ability to work under pressure, adapt quickly to changing priorities, and meet tight deadlines.
• Strong project coordination and follow-up skills.
• Previous experience in hospitality, retail, real estate, professional services, or other fast-paced industries is an added advantage.
• Minimum of 2 to 4 years of experience as an Executive Assistant supporting a CEO, Managing Director, Founder, or other C-suite executive.
• Excellent organizational and time management skills with the ability to manage multiple priorities simultaneously.
• Flexible to work beyond regular business hours when required.
• Experience supporting executives who oversee multiple businesses or business units is highly preferred.
• Strong attention to detail and excellent organizational skills.
• Excellent interpersonal skills with the confidence to engage with senior stakeholders.
• Advanced proficiency in Microsoft Office Suite, Google Workspace, and virtual collaboration tools.
• Exceptional written and verbal communication skills.
• Strong problem-solving skills with the ability to work independently and make sound decisions.
• Bachelor's Degree in Business Administration, Management, Communications, or a related field.

Preferred Skills:

• Multitasking and prioritization
• Travel and event coordination
• Business administration
• Stakeholder management
• Confidential document management
• Process improvement
• Google Workspace.
• Strategic planning support
• Microsoft Office Suite
• Problem solving and decision support
• Executive calendar management
• Report writing and presentation preparation
• Project coordination
• Meeting coordination and minute taking
• Executive communication