Senior Special Assistant – SSA at Choice Talents NG (15 Openings)

Job Title: Senior Special Assistant – SSA

Job Summary

• The SSA role is an Executive Personal Manager who will plays a critical role in both the professional and personal life of an executive.
• By managing their time, tasks, and resources efficiently, this individual helps the executive maximize their potential and streamline operations in both spheres.
• This role requires a blend of high-level management, personal assistance, and an understanding of the executive’s needs, offering a comprehensive support structure for them.

Responsibilities
Administrative Support:

• Manage the executive’s calendar, schedule appointments, meetings, and travel arrangements.
• Prepare and edit correspondence, communications, presentations, and other documents.
• Screen calls, emails, and other forms of communication, prioritizing messages and ensuring timely responses.
• Coordinate and organize meetings, ensuring necessary materials, venues, and participants are prepared.

Travel Management:

• Organize travel plans, including booking flights, hotels, and ground transportation.
• Prepare detailed itineraries and ensure all logistics are in place for business and personal travel.

Event Coordination:

• Plan and coordinate events, conferences, or meetings, including arranging venues, catering, and materials.
• Handle logistics and on-site coordination for events attended by executives.
• Oversee the executive’s schedule, ensuring it aligns with both personal and professional priorities.
• Coordinate appointments, meetings, and events, managing competing priorities and avoiding conflicts.
• Organize and plan business trips, including travel arrangements and itinerary management.

Personal Assistance:

• Manage personal tasks such as household staff coordination, appointments, and other non-work-related duties.
• Assist with personal shopping, errands, and other requests as needed.

Project Management:

• Help manage specific projects, ensuring deadlines are met and collaborating with other departments or stakeholders.
• Provide updates, track progress, and handle follow-up tasks to ensure project completion.
• Track and manage various projects and tasks, ensuring deadlines are met.
• Delegate tasks to other staff or departments as appropriate and follow up to ensure successful completion.
• Monitor progress on initiatives and ensure that the executive is kept informed of status updates.

Confidentiality & Discretion:

• Handle sensitive and confidential information with discretion and professionalism.
• Be a trusted representative of the executive, maintaining confidentiality in all matters.

Time Management & Prioritization:

• Help the executive stay organized by keeping track of important tasks, ensuring deadlines are met, and prioritizing work.
• Help the executive prioritize daily responsibilities, ensuring that time is spent efficiently on key business or personal matters.
• Identify time-saving solutions and help the executive focus on high-priority tasks.

Liaison Role:

• Act as a liaison between the executive and internal/external stakeholders, managing requests and ensuring smooth communication.
• Serve as the point of contact between the executive and internal/external stakeholders (employees, clients, business partners, and family members).
• Handle day-to-day communication and ensure the executive receives the necessary information and responses in a timely manner.

Documentation & Filing:

• Maintain organized filing systems for both digital and physical documents.
• Ensure proper handling of contracts, reports, and confidential papers.

Decision-Making and Advisory Role:

• Provide guidance and recommendations to the executive on strategic, financial, and personal decisions when needed.
• Assess situations, manage priorities, and make decisions on behalf of the executive when required.

Financial and Budget Management:

• Assist with budget management, ensuring that both business and personal financial matters are handled properly.
• Track expenses, prepare reports, and help manage financial transactions (e.g., bills, investments, and personal financial planning).

Staff and Household Management:

• Supervise household staff, such as personal assistants, nannies, chefs, and housekeepers, ensuring tasks are completed to a high standard.
• Oversee the daily operations of the executive’s household, making sure everything runs smoothly.
• Handle personal errands or tasks like shopping, appointment bookings, and coordination of family events.

Confidentiality and Security:

• Handle sensitive, confidential information relating to both business and personal matters with discretion and integrity.
• Manage security protocols for both professional and personal activities (e.g., security measures for events, travel, or home).

Human Resources and Administrative Management:

• Oversee administrative functions related to the executive, including correspondence, meeting preparation, reports, and any HR-related tasks.
• Assist in recruitment and management of other personal or business staff as needed.

Requirements
Education and Experience:

• HND / B.Sc Degree n Law, Business Administration, Management, or a related field may be preferred.
• Previous experience as an executive assistant or personal assistant is typically required.
• Experience in personal or executive management, administration, or project management, typically with a background of 3-5 years in similar roles.
• Knowledge in budgeting, event planning, and human resource management is an asset.

Skills & Qualifications:

• Excellent Communication Skills: Ability to interact professionally with a range of individuals, from employees to senior executives.
• Organizational Skills: Ability to manage multiple tasks, prioritize effectively, and stay organized in a fast-paced environment.
• Discretion and Confidentiality: Handling sensitive information with care and professionalism.
• Tech-savvy: Proficient in using office software (e.g., Microsoft Office Suite, Google Workspace), as well as calendar management and project management tools.
• Problem-solving Skills: Ability to adapt to changing circumstances and resolve issues proactively.
• Time Management: Ability to handle high volumes of tasks efficiently and ensure deadlines are met.

Personal Attributes:

• Professional demeanor, with excellent interpersonal skills.
• Flexible and adaptable, able to handle changing demands quickly.
• Proactive and able to work independently with minimal supervision.

Application Instructions:

The application deadline is on 31st March, 2025. Qualified and interested candidates should send their updated Resume to: [email protected] using the Job Title as the subject of the email.

Note: Only qualified candidates will be contacted. It is important to visit the official website (link found below) for detailed information on how to apply successfully for this vacancy.

Website:
Official Job Website: https://choicetalents.com.ng/

Note: For gender balance, applicant should be a male and above 40 years of age. Previous experience of working for a highly placed government official is an added advantage.