Executive Assistant at First Excelsia

Our client is seeking an experienced Executive Assistant to provides high‑level administrative, strategic, and operational support to the Lead Consultant/Managing Director of a training and capacity‑building consultancy. This role requires exceptional organizational skills, strong communication abilities, and the capacity to manage multiple priorities in a fast‑paced, client‑focused environment. The ideal candidate is proactive, tech‑savvy, detail‑oriented, and able to anticipate needs before they arise. 

Key Responsibilities

• Prepare, edit, and format documents, reports, proposals, and presentations using Microsoft PowerPoint, Word, and Excel.
• Maintain digital and physical filing systems for easy retrieval of information.
• Manage email correspondence, calendars, and task lists.
• Assist the Managing Director with planning, prioritization, and execution of strategic initiatives. 
• Conduct background research, compile briefing notes, and prepare summaries to support decision‑making. 
• Track progress on key projects and follow up on action items.
• Serve as the primary point of contact between the Managing Director and clients, partners, facilitators, and internal teams. 
• Draft professional emails, letters, and communication materials. 
• Coordinate information flow and ensure timely responses to inquiries.
  • Schedule and organize meetings, workshops, and training sessions. 
  • Prepare meeting agendas, take minutes, and track follow‑up actions. 
  • Arrange local and international travel, including flights, accommodation, logistics, and itineraries.
• Develop training materials, proposals, contracts, and reports. 
• Ensure accuracy, consistency, and professional formatting of all documents. 
• Maintain version control and ensure timely submission of deliverables.
  • Support planning and execution of training programs, consulting projects, and client engagements. 
  • Monitor timelines, deliverables, and resource allocation. 
  • Liaise with facilitators, vendors, and clients to ensure smooth project delivery.

Person Specification

• A minimum of 2 years related experience as an executive assistant OR in a similar role
• Bsc/HND in business administration OR any related field
• Strong proficiency in Microsoft PowerPoint, Word, and Excel. 
• Excellent written and verbal communication skills. 
• Strong organizational and time‑management abilities. 
• Ability to work independently, handle confidential information, and manage competing priorities. 
• Experience in a training, consulting, or professional services environment is an added advantage. 
• High level of professionalism, discretion, and interpersonal skills.
  • Proactive and resourceful. 
  • Detail‑oriented with strong follow‑through. 
  • Calm under pressure and adaptable. 
  • Strong sense of initiative and problem‑solving ability. 
  • Client‑focused mindset