Job Vacancy Ibadan, Oyo Position Technical Executive Assistant at CapitalSage Holdings

CapitalSage Holdings

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Job Purpose

The Technical Assistant to the Group Managing Director provides high-level administrative, protocol, and coordination support to ensure the GMD is able to focus effectively on strategic leadership and decision-making. The role exists to anticipate needs, manage complexity, and ensure that the GMD’s time, movements, and engagements are handled with professionalism, discretion, and precision.

Key Responsibilities

1. Executive & Administrative Support

• Provide day-to-day administrative support to the GMD, ensuring seamless management of schedules, meetings, correspondence, and priorities.
• Act as a trusted gatekeeper, managing access to the GMD and ensuring effective time management.
• Prepare briefs, meeting packs, talking points, and follow-up notes as required.
• Track action points from meetings and follow through to ensure timely execution.

2. Protocol & Stakeholder Coordination

• Manage all protocol requirements for the GMD, including official engagements, high-level meetings, and events.
• Liaise with internal and external stakeholders to ensure appropriate protocol, etiquette, and representation at all times.
• Coordinate VIP visits, official functions, and ceremonial activities involving the GMD.

3. Travel & Logistics Management

• Plan and coordinate all local and international travel for the GMD, including flights, accommodation, visas, itineraries, and logistics.
• Ensure travel plans are efficient, cost-conscious, and aligned with the GMD’s priorities.
• Prepare detailed travel briefs and ensure smooth execution of all trips.

4. Security Coordination

• Work closely with assigned security teams to plan and manage the GMD’s movements.
• Ensure security arrangements are appropriate for travel, events, and daily activities, in line with risk assessments.
• Maintain confidentiality and discretion in all security-related matters.

5. Information & Document Management

• Manage confidential documents and information with the highest level of discretion.
• Ensure proper filing, tracking, and retrieval of key documents.
• Support the GMD with research, background information, and data required for strategic engagements.

6. Office & Administrative Effectiveness

• Coordinate with relevant teams to resolve administrative bottlenecks that may affect the GMD’s effectiveness.
• Proactively identify issues, propose solutions, and ensure smooth day-to-day operations around the GMD’s office.

Key Interfaces

• Group Managing Director
• Group Executive Leadership Team
• Protocol, Security, and Administration Teams
• External stakeholders, government officials, partners, and service providers

Job Requirements

• Bachelor’s degree in Business Administration, Management, International Relations, or a related field.
• Minimum of 5–8 years’ experience in a similar executive or technical assistant role supporting senior executives.
• Proven experience handling protocol, travel coordination, and high-level administrative responsibilities.
• Strong understanding of confidentiality, discretion, and executive office management.

Key Competencies

• Exceptional organisational and time-management skills
• High level of discretion, professionalism, and emotional intelligence
• Strong communication and interpersonal skills
• Ability to anticipate needs and work proactively
• Attention to detail and ability to manage multiple priorities under pressure
• Sound judgment and problem-solving capability

Performance Measures (KPIs)

• Effectiveness of GMD schedule and time utilisation
• Accuracy and timeliness of travel, protocol, and logistics arrangements
• Quality and confidentiality of information and document management
• Responsiveness to requests and ability to anticipate needs
• Feedback from the GMD and key stakeholders on overall support effectiveness

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