Job Vacancy Abuja, Federal Capital Territory Position Executive Assistant to the Chief Operating Officer at Loubby AI

Loubby AI

Admin & Office

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Job Overview

Our client is seeking a highly organised, proactive, and detail-oriented Executive Assistant to the Chief Operating Officer (COO) to provide high-level administrative, operational, and strategic support. This role is critical to ensuring the smooth day-to-day functioning of the COO’s office and enabling effective decision-making, communication, and execution across the organisation.

Respnsibilities:

• Work closely and effectively with the Chief Officer to keep him well informed of upcoming commitments and responsibilities, following up appropriately.
• Assist in managing communication of the Chief Officer, including coordinating calendars, emails, phone calls and in person meetings as needed, maintaining confidentiality as appropriate.
• Making travel arrangements for the Chief Officer.
• Assist in preparing for meetings and accurately take minutes from meetings with/for the Chief Officer.
• Reading and analysing incoming memos, and submissions, and distributing them as needed.
• Acts as a guide, having a sense for the issues taking place and keeping the Chief Officer updated.
• Researches, prioritises, and follows up on issues and concerns, as assigned by Chief Officer, assisting in determination of appropriate course of action, referral, or response.
• Maintain high-level understanding of interdepartmental processes so as to assist in facilitating appropriate communication.
• Maintain basic knowledge of day-to-day processes of departments under the Chief Officer, to assist in resourcing as needed.
• Maintain effective relationships and communications with departments outside of the office of the Chief Officer.
• Coordinate budget activity through tracking, reconciling and processing: payment requests, reimbursement claims and budget reports.
• Coordinate departmental events and provide logistical support.
• Facilitate special projects as assigned
• Provide project management support for complex planning and execution of Chief Officer related initiatives.
• Prioritise conflicting needs; handles matters expeditiously, proactively, and follow through on projects to successful completion, often with deadline pressures.
• Perform other tasks as may be necessary to facilitate the work of the Chief Officer.

Required Skills, Qualifications & Abilities:

• Bachelor’s degree in Business Administration, Management, Human Resources, or a related field.
• Proficiency in MS Office suite; particularly Excel and Word and familiarity with HRIS systems and databases is a plus.
• Strong organisational skills and attention to detail.
• Excellent communication (both written and verbal) and interpersonal skills.
• Professional demeanour and discretion in handling interactions with stakeholders.
• Ability to maintain confidentiality and handle sensitive information.
• Demonstrated capacity to perform effectively under pressure, ensuring high-quality output.
• Ability to demonstrate an entrepreneurial mindset.
• Proven experience in providing administrative support at the executive level

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