Executive Assistant to the CEO at Ren San & Co.

Job Overview

• We are seeking an exceptional, highly experienced, and results-driven Executive Assistant to provide strategic, administrative, operational, and personal support to the CEO.
• This is not a traditional administrative role.
• The successful candidate will serve as a trusted right-hand to the CEO, managing high-level business priorities, executive operations, stakeholder relationships, confidential matters, and personal responsibilities with minimal supervision.
• The ideal candidate must possess 5–10 years of proven Executive Assistant experience supporting senior executives, business leaders, founders, or C-suite professionals in fast-paced and demanding environments.
• She must be highly intelligent, proactive, discreet, resourceful, and capable of anticipating needs before they arise.
• The role requires a mature professional who can manage complex schedules, coordinate multiple priorities simultaneously, drive projects to completion, represent the CEO professionally, and maintain absolute confidentiality.
• The ability to drive confidently within Lagos and possess a valid driver's licence is mandatory.

Key Responsibilities
Executive Office Management:

• Manage the CEO's calendar, appointments, meetings, and commitments with exceptional accuracy.
• Coordinate daily, weekly, and monthly schedules to ensure maximum productivity.
• Prioritise competing demands and make informed decisions regarding scheduling conflicts.
• Manage all incoming communications, including emails, calls, correspondence, and requests.
• Prepare executive reports, presentations, briefing documents, proposals, and meeting materials.
• Maintain comprehensive records, databases, and filing systems.
• Ensure timely follow-up on tasks, deliverables, and executive decisions.
• Handle highly confidential information with the highest level of discretion.

Strategic Executive Support:

• Serve as a strategic partner to the CEO on key business initiatives.
• Track organisational priorities, projects, and deliverables.
• Monitor deadlines and ensure accountability across teams.
• Prepare research reports, executive summaries, and business intelligence documents.
• Support planning and execution of strategic projects and special assignments.
• Anticipate challenges and proactively develop solutions before escalation.

Stakeholder and Relationship Management:

• Act as the primary liaison between the CEO and internal/external stakeholders.
• Coordinate communication with clients, partners, board members, investors, government officials, and senior executives.
• Represent the CEO professionally during meetings and engagements when required.
• Build and maintain strong professional relationships on behalf of the CEO.
• Ensure all stakeholder interactions reflect the CEO's standards and expectations.

Project Management and Coordination:

• Coordinate multiple projects simultaneously while ensuring timely execution.
• Develop tracking systems for projects, meetings, action items, and deliverables.
• Follow up with internal and external stakeholders to ensure commitments are fulfilled.
• Prepare project status reports and progress updates.
• Support planning and execution of corporate events, meetings, conferences, and executive engagements.

Travel and Logistics Management:

• Manage local and international travel arrangements.
• Coordinate flights, accommodation, transportation, visas, travel documentation, and itineraries.
• Ensure seamless logistics for business meetings, conferences, and events.
• Anticipate travel-related risks and proactively resolve issues.

Personal and Lifestyle Management:

• Manage personal schedules, appointments, and commitments for the CEO.
• Coordinate household operations and supervise domestic staff where required.
• Manage personal errands and lifestyle-related responsibilities.
• Oversee family schedules, logistics, and special arrangements.
• Track personal and household expenses and maintain accurate records.

Operational Excellence:

• Create and maintain efficient administrative systems and processes.
• Identify operational gaps and recommend practical solutions.
• Ensure seamless coordination between business and personal priorities.
• Maintain a high level of organisation, professionalism, and efficiency at all times.
• Demonstrate exceptional attention to detail and ownership of responsibilities.

Performance Expectations
Success in this role will be measured by:

• Effective management of the CEO's schedule and priorities.
• Ability to anticipate and resolve issues before they arise.
• Timely completion of assignments and deliverables.
• Accuracy and quality of documentation and reporting.
• Strong stakeholder relationship management.
• Exceptional organisational and administrative efficiency.
• Demonstrated ownership, initiative, and reliability.
• Consistent professionalism in representing the CEO.

Required Qualifications
Education:

• Bachelor's Degree in Business Administration, Management, Communications, Finance, Social Sciences, or a related field.
• Professional certifications in Project Management, Executive Administration, Office Management, or related disciplines will be an added advantage.

Experience:

• Minimum of 5 years and maximum of 10 years of experience as an Executive Assistant, Chief of Staff, Executive Administrator, Senior Personal Assistant, or similar role.
• Must have extensive experience supporting CEOs, Managing Directors, Chairpersons, Founders, or other C-suite executives.
• Proven experience managing both executive and personal responsibilities simultaneously.
• Demonstrated success operating in high-pressure and fast-paced environments.
• Experience coordinating senior-level stakeholders and executive engagements.

Mandatory Requirements:

• Female candidates only.
• Must possess a valid driver's licence.
• Must be a confident and experienced driver with excellent knowledge of Lagos roads.
• Must reside within reasonable proximity to Lagos Island.
• Preferred locations include:
  • Ikoyi
  • Victoria Island
  • Lekki
  • Oniru
  • Ajah
  • Chevron Axis.

Core Competencies
Executive Competencies:

• Executive Office Management
• Calendar and Time Management
• Stakeholder Management
• Strategic Coordination
• Business Communication
• Project Management
• Research and Analysis
• Meeting Coordination
• Travel Management
• Event Coordination.

Technical Skills:

• Microsoft Office Suite (Advanced Level)
• PowerPoint Presentation Development
• Excel Reporting and Analysis
• Google Workspace
• Digital Documentation Systems
• Virtual Collaboration Platforms.

Personal Attributes
The ideal candidate must be:

• Exceptionally organised and highly structured.
• Extremely proactive and solution-oriented.
• Mature, professional, and emotionally intelligent.
• Calm and composed under pressure.
• Highly dependable and accountable.
• Assertive yet respectful.
• Able to exercise sound judgment independently.
• Discreet and trustworthy with sensitive information.
• Detail-oriented with strong follow-through.
• Polished, articulate, and well-presented.
• Capable of maintaining professional boundaries.
• Able to work effectively with minimal supervision.

Ideal Candidate Profile:

• The successful candidate is not merely an assistant but a highly experienced executive support professional who functions as an extension of the CEO.
• She possesses the maturity, confidence, business acumen, and execution capability required to manage complex executive responsibilities while maintaining the highest standards of professionalism and confidentiality.
• She is capable of thinking ahead, solving problems independently, managing demanding schedules, coordinating multiple stakeholders, and ensuring that both business and personal obligations of the CEO are executed seamlessly.
• This role is best suited for a seasoned Executive Assistant who thrives in high-performance environments and is committed to excellence.