Executive Assistant / Personal Assistant at Green Habitat Initiative (GHI)

Position Summary

• Green Habitat Initiative (GHI) seeks a highly skilled, detail-oriented Executive and Personal Assistant to provide top-tier administrative and personal support to the President and CEO.
• This role will be pivotal in managing executive and personal priorities, coordinating board and senior team communications, and overseeing special projects.
• The ideal candidate must have experience in an NGO or INGO environment, is adaptable, organized, and thrives in a mission-driven, entrepreneurial organization as this role combines professional, project-based, and personal support in a flexible work environment, ideal for someone passionate about making an impact.

Role Overview

• As the CEO's Executive Assistant/Personal Assistant (EA/PA), you will manage an array of responsibilities essential to the effective operation of GHI, spanning project management, administrative tasks, and personal support. This position requires a resourceful individual experienced in NGO or INGO settings who is open to traveling anytime and can confidently handle diverse duties in a dynamic and creative work environment.

Key Responsibilities

Executive Support:

• Act as the President’s primary support, managing scheduling, meetings, and communications.
• Prepare and organize materials for high-level meetings and events, both internal and external.
• Maintain a “gatekeeper” role for the CEO, facilitating access and prioritizing tasks to maximize productivity.
• Track follow-up tasks, and ensure preparation for all engagements, acting as a "barometer" to anticipate and address issues.
• Build and maintain relationships crucial to the organization’s success and handle special projects as assigned.
• Attend business and non-business meetings, take notes, track follow-up actions, and ensure priorities are met.
• Handle all logistical arrangements for the President’s events, including travel plans, accommodations, and more.

Project Management:

• Support the execution of GHI’s activities and projects by managing coordination, timelines, and team communication.
• Assist with project planning, research, and report preparation to ensure smooth project delivery.
• Engage in task tracking, documentation, and communication to ensure project goals are achieved on time.

Personal Assistance:

• Assist the President with personal scheduling, manage email correspondences, travel arrangements, and non-business commitments.
• Support in planning and organizing personal and professional events as needed.
• Support the President’s outreach activities and maintain ongoing engagement with key contacts.
• Develop and draft acknowledgment letters and correspondence to donors and partners.

Communication & Liaison:

• Serve as a key liaison for the President, maintaining professional communication with internal and external stakeholders.
• Maintain the President’s bio and respond to requests for organizational materials.
• Draft and edit external communications, letters, and other documentation.
• Collaborate with GHI’s Strategic Initiatives team to facilitate outreach activities, donor relationships, and partnerships.
• Draft, review, and manage correspondence, reports, and other documents.
• Convey information effectively to ensure seamless operations across the organization.

Strategic Initiative:

• Assist board members with logistics and ensure smooth communication between the President's office and the board.
• Organize senior team meetings and staff retreats, preparing agendas and tracking action items.
• Can unavoidably represent the CEO in any in-person and virtual meetings.

Qualifications

• Master’s Degree preferred; Minimum of a Bachelor’s Degree in Business Administration, or any related field is required.
• 3-5 years of proven experience in supporting C-level Senior Leadership Executives, ideally within an NGO and INGO environment.
• Competency in office software and digital communication tools. Experience using project management software (e.g., Clickup, Slack, etc) is desirable.
• Willingness to travel across Nigeria and abroad as required.
• Background experience in supporting senior leadership, ideally within an NGO or INGO environment.
• Ability to work independently with minimal supervision and as part of a team.
• Strong written and verbal communication skills, with the ability to effectively engage with stakeholders, board members, and external partners.
• Proficiency in another language other than English is desirable but not mandatory
• High level of organization, attention to detail, and ability to handle multiple priorities and meet deadlines while under pressure.
• A genuine interest or background in GHI’s focus areas (sustainability, social development, environmental impact) is highly valued.

Why Join Us?

• Competitive Salary package
• We offer a flexible work environment that promotes work-life balance.
• Unique exposure to leadership, project management, and impactful initiatives in the NGO sector.
• A versatile role combining professional and personal support for a rewarding experience.