Executive Assistant – Crimson Oak

Job Description

Crimson Oak is seeking a highly organised, reliable, and proactive Executive Assistant to provide direct administrative and operational support to the Managing Partner.

The successful candidate will play a key role in ensuring the smooth coordination of the Managing Partner’s schedule, meetings, correspondence, travel, documentation, and day-to-day administrative activities.

This role requires a professional who is discreet, dependable, well-organised, detail-oriented, and capable of handling confidential and sensitive information with a high level of professionalism.

The ideal candidate should be comfortable managing multiple priorities, following through on assigned tasks, coordinating with different stakeholders, and ensuring that important activities and action items are completed on time.

KEY RESPONSIBILITIES

1. Calendar & Schedule Management

• Manage the Managing Partner’s calendar, appointments, meetings, and daily schedule.
• Coordinate meeting dates, times, venues, and virtual meeting arrangements.
• Resolve scheduling conflicts and ensure the Managing Partner is adequately prepared for meetings and engagements.
• Provide timely reminders and updates on upcoming appointments and commitments.
• Coordinate meeting logistics for the Managing Partner and relevant team members.

2. Correspondence & Document Management

• Draft and manage routine correspondence, emails, letters, memos, and other official communications.
• Prepare presentations, reports, briefing documents, and other materials as required.
• Review documents for accuracy, completeness, formatting, and consistency.
• Maintain an organised filing and document management system.
• Handle confidential documents and information with appropriate discretion.

3. Travel & Logistics Coordination

• Coordinate local and international travel arrangements when required.
• Assist with flight bookings, accommodation, transportation, itineraries, and other travel logistics.
• Prepare travel schedules and ensure all necessary arrangements are completed ahead of time.
• Support the Managing Partner with logistical arrangements for meetings, conferences, events, and business engagements.

4. Office Administration & Facilities Support

• Coordinate office supplies and ensure essential materials are available when needed.
• Maintain proper filing and administrative records.
• Coordinate with vendors and service providers as required.
• Support basic facilities administration and ensure office-related issues are promptly addressed.
• Assist with general administrative activities to ensure smooth day-to-day office operations.

5. Expense & Petty Cash Management

• Maintain accurate records of expenses and petty cash transactions.
• Ensure receipts, invoices, and supporting documentation are properly maintained.
• Assist with expense reconciliation and reporting.
• Track administrative expenditure and flag discrepancies or unusual expenses when necessary.

6. Action Tracking & Follow-Up

• Track action items arising from meetings, discussions, instructions, and assignments.
• Follow up with responsible individuals to ensure agreed actions are completed within established timelines.
• Maintain action trackers and provide updates on outstanding tasks.
• Escalate overdue or critical action items to the appropriate person.

7. Communication & Stakeholder Coordination

• Serve as a key point of contact between the Managing Partner and internal or external stakeholders.
• Manage routine communication and enquiries professionally.
• Receive and assist visitors, clients, partners, and other guests.
• Coordinate communication between the Managing Partner, team members, vendors, and other stakeholders.
• Represent the office professionally and maintain a high standard of customer service.

REQUIREMENTS

The ideal candidate should possess the following:

• 1–2 years of relevant experience in an administrative, executive assistant, personal assistant, office administration, or operations support role.
• Strong organisational and time-management skills.
• Excellent attention to detail and accuracy.
• High level of discretion and professionalism when handling confidential or sensitive information.
• Strong written and verbal communication skills.
• Ability to manage multiple tasks and priorities simultaneously.
• Strong follow-up and task-management capabilities.
• Ability to work independently while also collaborating effectively with a team.
• Proficiency in Microsoft Office applications, particularly Word, Excel, and PowerPoint.
• A Bachelor’s degree in a relevant discipline or a related field.
• Previous experience supporting senior executives or management will be an advantage.

Fresh graduates with strong administrative, organisational, communication, and coordination skills may also be considered where they demonstrate the required potential.

KEY COMPETENCIES

The successful candidate should demonstrate:

• Excellent organisational skills
• Strong attention to detail
• Confidentiality and discretion
• Reliability and accountability
• Professional communication
• Time management
• Problem-solving ability
• Proactive approach to work
• Strong interpersonal skills
• Ability to multitask and prioritise
• Professional appearance and conduct
• Ability to work effectively in a fast-paced environment

BENEFITS

Crimson Oak offers:

• Competitive base salary
• Performance bonus
• A hybrid working arrangement
• Opportunity to work closely with senior leadership
• Professional exposure and opportunities for career development

APPLICATION

Interested candidates are encouraged to apply by clicking on the Apply button

Candidates should ensure that their CV clearly demonstrates their relevant administrative, executive support, organisational, communication, and coordination experience.

Location: Lagos, Nigeria
Work Arrangement: Hybrid