Executive Assistant at Denam Properties Ltd

Job Summary

The Executive Assistant to the Managing Director provides high-level administrative, organizational, and operational support to the MD. The role is responsible for managing the MD's schedule, coordinating meetings and appointments, preparing documents and reports, following up on assigned tasks, facilitating communication, and ensuring the smooth and efficient operation of the Executive Office.

The ideal candidate must be highly organized, discreet, proactive, professional, and capable of managing multiple priorities in a fast-paced environment.

Key Responsibilities

Executive & Administrative Support

• Manage the MD's calendar, appointments, meetings, and daily schedule.
• Coordinate meetings, prepare agendas, and ensure necessary documents are available.
• Take accurate meeting minutes and follow up on agreed action points.
• Prepare, edit, and organize reports, presentations, correspondence, and other documents.
• Manage and organize confidential files and executive records.
• Screen and coordinate calls, emails, correspondence, and requests directed to the MD.
• Support the MD in planning and coordinating business activities and engagements.
• Make travel, accommodation, and itinerary arrangements when required.

Follow-Up & Coordination

• Follow up with staff, departments, clients, vendors, and business partners on tasks assigned by the MD.
• Monitor deadlines and ensure outstanding matters are brought to the MD's attention.
• Coordinate communication between the MD and relevant internal and external stakeholders.
• Track ongoing projects and provide updates to the MD.
• Assist in ensuring that management decisions and directives are communicated and followed through.

Business & Office Support

• Conduct research and gather information to support the MD's decision-making.
• Prepare briefing notes, summaries, and presentations when required.
• Assist with business proposals, correspondence, and official communications.
• Maintain an organized system for important documents, contacts, schedules, and follow-ups.
• Represent the MD professionally when communicating with clients, partners, and other stakeholders.
• Perform other administrative and executive support duties assigned by the MD.

Qualifications & Experience

• Bachelor's Degree/HND in Business Administration, Management, Communications, or a related field.
• 3–5 years' experience as an Executive Assistant, Personal Assistant, Administrative Officer, or similar role.
• Experience supporting a senior executive or managing director is highly preferred.
• Experience in real estate, property management, or a related industry is an advantage.

Required Skills & Competencies

• Excellent organizational and time-management skills.
• Strong written and verbal communication skills.
• Excellent Microsoft Office/Google Workspace proficiency.
• Strong attention to detail.
• Ability to manage confidential information.
• Excellent follow-up and coordination skills.
• Strong research and report-writing abilities.
• Good interpersonal and relationship-management skills.
• Ability to prioritize and manage multiple tasks.
• Professional appearance and conduct.
• Proactive approach to problem-solving.
• Ability to work independently with minimal supervision.

Key Performance Indicators (KPIs)

• Calendar & Appointment Management Accuracy: ≥ 98%
• Task/Action Point Follow-Up Compliance: ≥ 95%
• Meeting Preparation & Documentation: 100%
• Report/Document Submission Timeliness: ≥ 95%
• Executive Request Response/Completion: ≥ 95%
• Confidentiality & Document Handling Compliance: 100%
• Stakeholder Communication & Coordination: ≥ 95%

Behavioral Expectations

The Executive Assistant is expected to demonstrate professionalism, discretion, integrity, reliability, initiative, accountability, and sound judgment at all times. The individual must be able to anticipate the MD's needs, manage sensitive information appropriately, communicate professionally, and maintain a high standard of efficiency in the Executive Office.