Executive Assistant at Maxima Productions Company

Responsibilities
Administrative & Operational Support:

• Manage the MD’s calendar, schedule meetings, and coordinate appointments.
• Prepare, filter, and print emails and attachments as needed.
• Draft, review, and edit reports, presentations, and correspondence on behalf of the MD.
• Attend meetings, take accurate minutes, and ensure follow-up on action points.
• Ensure the MD is well-prepared for meetings with briefing notes and relevant documents.
• Coordinate complex travel and accommodation plans to match the MD’s preferences.
• Manage diary commitments and ensure daily folders are prepared with necessary materials.
• Maintain accurate paper and electronic filing systems for the MD’s documentation.
• Ensure all business activities align with company policies and strategic goals.

Internal & External Coordination:

• Liaise with staff, clients, vendors, and external stakeholders on behalf of the MD.
• Coordinate logistics for meetings, speaking engagements, and corporate events.
• Handle confidential and sensitive information with the utmost discretion.
• Assist in managing office workflow, deadlines, and executive priorities.

Project & Task Management:

• Monitor project timelines, follow-ups, and delegated tasks to ensure timely delivery.
• Conduct research and gather information for presentations and proposals.
• Support cross-functional assignments across departments as required by the MD.
• Manage guest visits and ensure hospitality standards are met.

Requirements

• Minimum of a B.Sc. or HND in Business Administration, Management, or a related field.
• 3+ years of experience in a similar executive support or operations role.
• Strong organizational and multitasking abilities.
• Excellent verbal and written communication skills.
• High level of professionalism, discretion, and confidentiality.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and digital communication tools.
• Ability to work independently and adapt in a fast-paced, dynamic environment.