Executive Operations Associate

POSITION SUMMARY

The Executive Operations Associate (EOA) is a high-performance operations-focused role responsible for protecting maximizing and optimizing the Executives time energy and strategic priorities.

This role goes beyond traditional executive assistance it requires sharp analytical judgment advanced coordination skills excellent communication and the ability to operate in a fast-paced high-stakes environment where excellence discretion and proactivity are non-negotiable.

The ideal candidate has strong organizational intelligence thrives under pressure anticipates needs before they arise and ensures that every engagement around the Executive runs seamlessly.

KEY RESPONSIBILITIES

1. Calendar Scheduling & Prioritization

• Own and manage the Executives complex calendar across multiple time zones.
  
• Evaluate and prioritize meeting requests based on strategic importance relationship value and business objectives.
  
• Coordinate scheduling with internal teams partners investors government officials and external stakeholders.
  
• Ensure buffers transitions prep time and context documents are built into the calendar.
  
• Constantly reorganize and optimize the calendar as priorities shift.
  

2. Executive Communications & Relationship Coordination

• Manage incoming requests emails calls and relationship communication with professionalism and executive presence.
  
• Draft refine and send communication on behalf of the Executive with clarity and precision.
  
• Prepare briefing notes talking points background summaries and meeting context.
  
• Track follow-ups outstanding commitments and ensure closure on all communication loops.
  

3. Meeting Coordination & Execution

• Coordinate all logistics for internal and external meetings.
  
• Prepare meeting materials agendas and supporting documents.
  
• Ensure every stakeholder receives the correct instructions locations and reminders.
  
• Take notes (when required) track decisions and document next steps.
  
• Follow up with stakeholders to ensure commitments are executed.
  

4. Travel & Itinerary Management

• Plan and execute seamless end-to-end travel: flights airport pickups accommodation drivers security meeting locations and backup plans.
  
• Create travel itineraries that balance rest strategic priorities and productivity.
  
• Ensure all travel documents (visas passports IDs) and logistics are in place ahead of time.
  
• Coordinate real-time adjustments for delays rescheduling and emergencies.
  

5. Executive Day Planning & Operational Support

• Structure the Executives daily work plan including tasks meetings personal arrangements and preparation needs.
  
• Ensure the Executive always has the right materials context and information for each engagement.
  
• Anticipate bottlenecks risks or conflicts and proactively create solutions.
  
• Maintain confidentiality discretion and sound judgment at all times.
  

6. Stakeholder & People Coordination

• Act as the primary interface between the Executive and individuals/teams requesting his time.
  
• Manage expectations communicate decisions professionally and enforce boundaries when needed.
  
• Ensure guests partners investors or visitors are properly briefed and hosted.
  
• Coordinate across departments to ensure alignment around the Executives priorities.
  

7. Operational Excellence & Follow-Through

• Track deliverables deadlines and outstanding commitments for the Executive.
  
• Build simple systems (Notion Sheets trackers) to maintain transparency and visibility.
  
• Prepare weekly dashboards summarizing time allocation priorities and pending actions.
  
• Ensure impeccable documentation organization and archival of information.
  

REQUIREMENTS

Education & Experience

• Bachelors degree in Business Administration Management Communications or related fields.
  
• 4-5 years of experience supporting a senior executive or in an operations/coordination role.
  
• Experience in fast-paced environments where priorities shift quickly.
  
• Experience with top-level stakeholders is an added advantage.
  

Skills & Competencies

• Exceptional organizational and coordination skills.
  
• Strong prioritization judgment and ability to simplify complexity.
  
• Excellent written and verbal communication.
  
• High emotional intelligence and executive presence.
  
• Strong problem-solving and decision-making ability.
  
• Proficiency in digital tools (Google Workspace Notion Sheets WhatsApp Business calendar management tools).
  
• Ability to handle confidential information with absolute discretion.
  
• Ability to work long hours weekends or adjust schedule when the Executive is in-country.
  

PERSONAL ATTRIBUTES

• Highly proactive always two steps ahead.
  
• Calm under pressure; able to think clearly in chaos.
  
• Fast learner sharp thinker solutions driven.
  
• Polished professional and well-composed.
  
• Loyal trustworthy and committed to excellence.
  
• Flexible and adaptable with a strong ownership mindset.
  

WORK CONDITIONS

• This role is 100% on-site and physical based in Ikeja (Airport Road).
  
• Work hours may extend based on the Executives schedule travel periods or project demands.
  
• Occasional evening weekend or travel support may be required.
  

WHAT SUCCESS LOOKS LIKE

• The Executives calendar runs with zero conflict or friction.
  
• Meetings are purposeful productive and well-prepared.
  
• Communication is timely professional and clear.
  
• The Executive experiences reduced overwhelm and increased focus.
  
• Stakeholders consistently receive excellent coordination and response.
  
• Travel and physical movement are seamless and stress-free.
  
• The Executive Office maintains a culture of excellence and reliability.