Executive Assistant to Management at Hreade

Job Summary

• Acts as a strategic partner to the Chairman and CEO, ensuring the effective management of executive initiatives across the company. Facilitates the execution of strategic initiatives by liaising with heads of departments to ensure effective execution of strategic projects. Enables the Chairman and CEO to focus on high-impact leadership by managing executive administrative activities. Engages with key stakeholders, prepares high-level presentation materials, manages the company’s Sector Focus Calendar (SFC), and monitors key industry events for networking purposes.

Roles and Responsibilities

Executive Support

• Supports the execution of the CEO’s strategic objectives by tracking progress, identifying challenges, and coordinating with relevant teams.
• Organizes and maintains records of key executive decisions, ensuring institutional memory and accountability.
• Serves as the first point of contact for internal and external communications directed to the Chairman and CEO.
• Represents the Chairman and CEO in interactions with stakeholders when required, ensuring professionalism and alignment with organizational values.
• Drafts, reviews, and manages correspondence, reports, and presentations on behalf of the Chairman and CEO.
• Manages the Chairman and CEO's calendar by scheduling meetings, events, and appointments while prioritizing critical engagements to ensure optimal time management.
• Prepares detailed minutes during meetings involving the management, capturing key points, decisions, and action items, and distributes them promptly to relevant stakeholders for follow-up.
• Researches and books flights, hotels, and transport services and creates comprehensive travel itineraries that align with the Chairman and CEO’s schedule and preferences.
• Ensures all travel documentation, such as visas and tickets, is arranged well in advance.
• Monitors and prioritizes executive-level tasks and follows up to ensure timely completion of key initiatives.
• Coordinates with finance and procurement teams to facilitate payments for travel-related expenses, including flights, accommodation, and incidentals.
• Manages reimbursements and expense reporting for the Chairman or CEO’s work-related activities, ensuring accurate documentation and timely submission.
• Assists with monitoring budgets and expenses for the Chairman and CEO’s office, ensuring financial efficiency.
• Supports the Chairman and CEO in handling urgent and high-priority matters.
• Provides additional support as required.

Administrative Excellence

• Oversees the administrative functions of the Chairman and CEO’s office, ensuring operational excellence.
• Manages the execution of special projects, ensuring they align with overall business goals.
• Maintains confidentiality and handle sensitive information with the utmost discretion.

Stakeholder Relationship Management

• Builds and maintains professional relationships with key stakeholders, including board members, business partners, and regulatory bodies.
• Manages the Sector Focus Calendar (SFC) to identify upcoming industry events, conferences, and forums attended by relevant companies and stakeholders.
• Manages the KRI database and coordinates with internal teams to ensure client touchpoints are consistent, timely, and aligned with the company’s strategic objectives.
• Tracks key trends and emerging developments in the industry to align the company’s engagement strategy with industry priorities.
• Attends industry events and conferences on behalf of the company, networking with key players to build familiarity and trust.
• Engages with clients after events to follow up on discussions, ensuring that key takeaways are implemented or addressed.
• Collaborates with internal departments to resolve client issues or concerns promptly and strengthen overall client satisfaction.
• Maintains detailed client records and feedback, using them to tailor future interactions and continuously improve client relationships.

Key Requirements and Skills

• Bachelor’s degree in Business Administration, Management, Communication, or a related field.
• A Master’s degree is an advantage.

Work Experience

• 5 - 7 years of experience as an Executive Assistant or in a similar role supporting C-suite executives.
• Experience handling responsibilities across diverse business units.

Knowledge Requirements

• Proven ability to manage complex schedules and competing priorities effectively.
• Strong understanding of executive office operations and high-level administrative practices.
• Knowledge of basic financial practices.
• Familiarity with the Nigerian business landscape and regulatory environment.
• Proficiency in Microsoft Office Suite, communication tools, and virtual collaboration platforms.