Executive Assistant at Choice Talents NG – 2 Openings

Job Title: Executive Assistant

Job Summary

• We are looking for a highly organized and proactive Executive Assistant to the CEO to join our team and support our leadership in driving our mission forward.
• We are seeking a highly skilled and proactive Executive Assistant (EA) to the CEO to provide high-level administrative, operational, and legal support. This role is critical in ensuring the smooth operation of the CEO’s office, optimizing executive efficiency, and driving strategic priorities.
• The EA will be responsible for calendar management, executive communications, stakeholder engagement, governance compliance, and strategic project coordination. Additionally, the role requires strong research capabilities, particularly in legal, policy, and governance matters, to support the CEO in decision-making and compliance oversight.
• The ideal candidate is detail-oriented, highly organized, and possesses strong legal, administrative, and strategic coordination skills to support the organization’s mission in governance, policy advocacy, and development initiatives.
• Applicant must be a Male, for the purpose of gender balance, between 41 – 48 years of age.

Key Responsibilities

• Executive Office & Administrative Support:
• Manage the CEO’s calendar, schedule meetings, and coordinate travel logistics, ensuring efficiency and prioritization.
• Handle email correspondence, phone calls, and official communications on behalf of the CEO.
• Prepare high-quality reports, presentations, board documents, and strategic briefs.
• Organize and document meeting minutes, ensuring timely follow-ups and execution of action points.
• Maintain and oversee an organized document management system for executive records, contracts, and governance files.
• Act as a gatekeeper, ensuring the proper flow of information internally and externally.

Strategic & Operational Support:

• Assist in the execution of strategic projects, partnerships, and initiatives under the CEO’s leadership.
• Conduct extensive research, data analysis, and policy reviews to provide insights that support decision-making and strategic planning.
• Draft and review organizational policies, governance documents, and funding agreements in collaboration with legal and program teams.
• Support the CEO in preparing reports for donors, stakeholders, and regulatory bodies.

Legal & Compliance Support:

• Conduct legal research and policy analysis to ensure compliance with regulatory frameworks affecting the organization’s operations.
• Assist in reviewing and drafting contracts, MOUs, funding agreements, and legal policies.
• Monitor corporate governance and compliance requirements, ensuring adherence to national and international regulations.
• Support the CEO in liaising with legal advisors, regulatory bodies, and compliance officers to manage risk and governance.

Stakeholder & Board Engagement:

• Serve as the primary liaison between the CEO and the Board of Directors, handling scheduling, documentation, and governance compliance.
• Draft and distribute board reports, resolutions, and meeting minutes.
• Support the CEO in preparing presentations, speeches, and policy briefs for donor meetings, high-level partnerships, and public engagements.
• Assist in external communication strategies to align with the organization’s mission.

Confidentiality & Risk Management:

• Ensure strict confidentiality in handling sensitive executive and legal matters.
• Enforce data protection and cybersecurity protocols in executive communications and document management.
• Identify and mitigate organizational risks by ensuring compliance with legal and governance policies.

Qualifications & Experience

• Bachelor’s Degree in Law (LL.B), Public Administration, Political Science, Business Management, or a related field. A Master’s degree (LL.M, MBA, MPA) is an advantage.
• 7+ years experience in executive support, legal advisory, or strategic administration, preferably in an NGO, government, or corporate environment.
• Strong knowledge of corporate governance, regulatory compliance, policy advocacy, and contract management.
• Experience handling high-level administrative, legal, and strategic responsibilities for senior executives.
• Excellent research and analytical skills, with experience in policy reviews, governance frameworks, and compliance oversight.
• Familiarity with NGO operations, donor compliance, and international development policies is an added advantage.

Skills & Competencies:

• Executive Support Expertise – Ability to manage calendars, correspondence, and workflow.
• Legal & Policy Research – Strong research and analytical skills in compliance, risk management, and governance.
• Confidentiality & Integrity – Experience handling sensitive legal and executive matters with discretion.
• Project & Time Management – Ability to coordinate multiple strategic projects in a fast-paced environment.
• Stakeholder Engagement – Strong interpersonal and negotiation skills for engaging with donors, board members, and government agencies.
• Excellent Communication – Ability to draft reports, policy briefs, legal documents, and board resolutions with precision.
• Tech-Savvy – Proficiency in Microsoft Office, Google Suite, legal research tools, and virtual collaboration platforms.

Work Conditions:

• Frequent interactions with high-level stakeholders, requiring flexibility in work hours.
• Occasional travel for board meetings, legal consultations, and stakeholder engagements.

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/