Executive Assistant at Remedial Health

Job Description:

Administrative and Operational Support:

• Manage the calendars of Executives, including scheduling appointments, organizing internal and external meetings, and prioritizing urgent matters.
• Prepare meeting agendas, take accurate minutes, and ensure timely follow-up on action items.
• Draft, review, and edit internal and external communications, including memos, reports, emails, presentations, and letters.
• Maintain accurate, up-to-date, and accessible records, files, and documents for the executive office.
• Provide high-level administrative support to ensure smooth operations and facilitate decision-making processes.

Communication and Stakeholder Management:

• Act as the first point of contact for internal and external stakeholders on all matters pertaining to the Executive Office.
• Manage professional correspondence with partners, board members, clients, and senior stakeholders.
• Receive visitors and coordinate logistics for meetings, including booking venues, catering, materials, etc.
• Ensure that executives are prepared for all meetings through timely briefing notes, talking points, and documentation.

Project and Task Management:

• Track departmental reports (especially from Sales and Marketing teams) and monitor timely submission.
• Develop a monthly compliance document that includes sanctions for late report submissions.
• Compile a monthly performance summary for the entire Sales team, as guided by executive expectations.
• Follow up on task progress across departments to ensure timely execution of executive directives.
• Assist in coordinating company-wide projects involving multiple departments under executive supervision.

Confidentiality and Efficiency:

• Handle sensitive information with the highest degree of professionalism and confidentiality.
• Identify opportunities to improve administrative workflows and implement more efficient systems.
• Anticipate the needs of the executives and proactively propose solutions before challenges arise.

Other Responsibilities:

• Coordinate travel arrangements, including visas, flights, accommodations, and detailed itineraries.
• Track and reconcile executive expense reports and corporate card usage.
• Support with light research, compiling data, or preparing documents for executive decisions.
• Execute any other duties assigned by the Executive Office or leadership team.

To succeed in this role, you should have:

• Exceptional organizational and time-management skills, with the ability to multitask and prioritize in a fast-paced environment.
• Strong attention to detail and a commitment to accuracy in all tasks.
• Excellent written and verbal communication skills.
• High level of emotional intelligence, confidentiality, and discretion.
• The ability to take initiative, anticipate needs, and work with minimal supervision.
• Proficiency in productivity tools such as Google Workspace (Docs, Sheets, Slides), Microsoft Office Suite, Slack, and project management tools.

Person Specification:

• Educational Qualification: Bachelor's Degree or Higher National Diploma (HND) in Business Administration, Secretarial Studies, Communication, or a related field.
• Experience: 2–4 years proven experience as an Executive Assistant, Personal Assistant, or similar administrative role.
• Demonstrated experience supporting C-level or senior executives in a fast-paced, growth-oriented environment.
• Background in working in a startup is an added advantage.