EXECUTIVE ASSISTANT

Reports To: Executive Management

About the Opportunity

We are seeking a highly organised, proactive and tech-savvy Executive Assistant to provide high-level administrative and executive support to the Managing Director (MD) and senior management.

The successful candidate will help maximise executive productivity through effective schedule management, meeting coordination, travel arrangements, correspondence, research and document preparation. The role requires strong administrative expertise, excellent communication skills, discretion and the ability to use modern digital tools and AI-enabled solutions to streamline workflows, improve information management and enhance productivity.

Key Responsibilities

• Manage the MD’s calendar, appointments, meetings and daily schedule to ensure effective use of executive time.
• Coordinate business travel, including flights, accommodation, visas and itineraries.
• Manage incoming and outgoing correspondence, emails, telephone calls and other communications, including drafting responses on behalf of executive management.
• Prepare, review and edit reports, presentations, briefing papers, meeting notes and other executive documents.
• Organise virtual and physical meetings, prepare agendas and supporting materials, capture meeting notes and action items, and track follow-up activities.
• Use digital meeting tools to support meeting annotation, transcription, documentation and action tracking, where appropriate.
• Leverage Microsoft 365 applications, including Teams, Outlook, Word, Excel, PowerPoint and other relevant productivity tools, to improve administrative efficiency.
• Maintain organised digital records and manage documents using cloud storage, shared workspaces and collaboration platforms.
• Use AI-enabled tools responsibly to support research, summarisation, drafting, information organisation and routine administrative tasks, while verifying outputs and protecting confidential information.
• Conduct background research, consolidate information and present findings to support executive decision-making.
• Maintain efficient office systems, databases, electronic filing structures and document control processes.
• Handle confidential information and sensitive business matters with discretion and professionalism.
• Liaise with clients, suppliers, business partners and internal stakeholders on behalf of executive management.
• Anticipate executive needs, proactively address administrative priorities and ensure timely follow-up on outstanding requests.
• Provide administrative support to other team members as required.

Qualifications & Experience

• Bachelor’s Degree from an accredited university.
• Minimum 4 years of progressive experience in executive assistance, administration or a similar role.
• Previous experience in the oil and gas industry is an advantage.
• Strong written and verbal communication, interpersonal and presentation skills.
• Demonstrated ability to build professional relationships and communicate effectively with stakeholders at different levels.
• Strong digital literacy and proficiency in Microsoft 365, particularly Microsoft Teams, Outlook, Word, Excel and PowerPoint.
• Practical familiarity with virtual meeting platforms, digital note-taking and annotation tools, cloud storage, document-sharing systems and online collaboration platforms.
• Ability to use AI productivity tools effectively and responsibly to improve research, documentation and administrative workflows.
• Excellent organisational, time-management, prioritisation and problem-solving skills.
• Strong understanding of confidentiality, information security and appropriate handling of sensitive business information.
• Ability to work under pressure, manage competing priorities and meet tight deadlines.

Technical & Administrative Expertise

• Executive calendar, diary and task management.
• Microsoft 365 applications and digital collaboration tools.
• Microsoft Teams and virtual meeting coordination.
• Meeting documentation, note-taking, annotation and action tracking.
• Cloud-based file storage, document sharing and records management.
• AI-assisted research, summarisation, drafting and productivity workflows.
• Business travel, accommodation and visa coordination.
• Professional correspondence, email and stakeholder communication.
• Report writing, presentation development and document preparation.
• Electronic filing, information organisation and document control.
• Data handling, confidentiality and information security awareness.

What We Value

• Proactive thinking and the ability to anticipate executive needs.
• Strong digital adaptability and willingness to learn new tools and technologies.
• Practical problem-solving and a continuous improvement mindset.
• Responsible use of AI and digital tools, with sound judgement and attention to accuracy.
• Exceptional attention to detail and organisational discipline.
• Strong interpersonal skills and professional communication.
• Discretion, integrity and respect for confidentiality.
• Flexibility and adaptability in a dynamic business environment.
• Ability to manage competing priorities while maintaining high-quality output.
• Professionalism and the ability to represent executive management appropriately.

Performance Expectations

Success in this role will be measured by:

• Timely responses to administrative requests and effective follow-up.
• Efficient management of executive schedules, meetings and travel.
• Accuracy and quality of reports, correspondence and presentations.
• Effective use of digital tools to improve administrative efficiency.
• Proper organisation, accessibility and security of digital records.
• Timely tracking and completion of meeting actions and assigned tasks.
• Responsible handling of confidential information and AI-assisted outputs.
• Effective stakeholder communication and coordination.

Working Conditions

• Primarily office-based in a professional business environment.
• Occasional business travel may be required.
• Flexibility may be necessary to accommodate executive schedules and urgent business priorities.
• The role requires effective use of digital tools and collaboration platforms to support executive and administrative activities.

Why Join Us?

This is an opportunity to work closely with executive management at Terra Energy Services Nig. Ltd., contribute to effective leadership and business coordination, and apply modern digital and AI-enabled tools to improve productivity, strengthen administrative processes and support organisational efficiency.