• Application Deadline:
• Position: Personal Assistant



• Job Type Full Time



• Qualification BA/BSc/HND



• Experience



• Location Lagos




• Job Field Administration / Secretarial 
  
  

Job Description

• We are seeking a highly organized, proactive, and detail-oriented Personal Assistant to provide comprehensive administrative, operational, and personal support to senior management.


• The ideal candidate will play a critical role in ensuring the smooth day-to-day operations of the executive office by managing schedules, handling


• correspondence, coordinating meetings, and supporting confidential business activities.


• This role requires professionalism, discretion, strong communication skills, and the ability to multitask in a fast-paced environment.

Key Responsibilities

Administrative Support Duties:

• Manage and maintain the executive’s daily schedule, calendar, and appointments to ensure effective time management.


• Prepare, edit, and format documents such as reports, presentations, memos, and internal communications.


• Handle all incoming and outgoing correspondence (emails, phone calls, letters) professionally and promptly.


• Maintain accurate and well-organized filing systems for both physical and electronic documents.


• Monitor office supplies and coordinate replenishment when necessary.


• Assist with data entry, record keeping, and document control in compliance with company policies and regulatory standards.

Executive & Personal Support:

• Act as the primary point of contact between the executive and internal/external stakeholders.


• Anticipate the executive’s needs and proactively address issues before they arise.


• Manage personal errands or assigned tasks discreetly and efficiently when required.


• Handle confidential and sensitive information with the highest level of professionalism and discretion.

Meeting & Travel Coordination:

• Schedule, organize, and coordinate meetings, appointments, and conferences.


• Prepare meeting agendas, take accurate minutes, and follow up on action items.


• Coordinate local and international travel arrangements, including flights, accommodation, transportation, and itineraries.


• Ensure all meeting materials and logistics are prepared in advance.

Communication & Liaison:

• Liaise with internal departments, vendors, healthcare partners, and regulatory bodies when necessary.


• Draft professional emails and communications on behalf of the executive.


• Ensure timely follow-ups on assigned tasks and correspondence.

Office & Operations Support:

• Support the smooth operation of the executive office by ensuring deadlines and priorities are met.


• Assist with project coordination and tracking deliverables where applicable.


• Support compliance with pharmaceutical industry standards and internal company procedures.

Key Performance Indicators (KPIs)

Time Management & Scheduling:

• Maintaining an up-to-date executive calendar with no overlapping or conflicting appointments.


• Scheduling meetings, appointments, and reminders at least 24–48 hours in advance where possible.


• Ensuring the executive is adequately prepared and informed ahead of all scheduled engagements.


• Prioritizing tasks based on urgency and importance without delays.


• Ensuring deadlines are tracked and met consistently.


• Minimizing last-minute changes caused by poor planning.

Administrative Efficiency:

• Accuracy and completeness of prepared documents (reports, letters, presentations, and memos).


• Proper filing and organization of physical and electronic documents for easy retrieval.


• Timely completion of assigned administrative tasks.


• Consistent updating of records, logs, and databases.


• Effective management of office supplies with no stock shortages affecting operations.

Communication & Correspondence Management:

• Timely response to emails, phone calls, and messages on behalf of the executive.


• Clear, professional, and error-free written communication.


• Proper documentation and tracking of incoming and outgoing correspondence.


• Effective follow-up on emails, requests, and action items until closure.


• Professional handling of internal and external stakeholder communications.

Confidentiality & Professional Conduct:

• Proper handling and secure storage of sensitive and confidential information.


• Non-disclosure of executive or company-related information to unauthorized parties.


• Compliance with company policies, data protection guidelines, and industry regulations.


• Demonstration of professionalism in all interactions and situations.


• Maintaining discretion when handling personal or sensitive assignments.

Meeting Coordination & Support:

• Scheduling meetings accurately with confirmed participants and venues.


• Preparation and circulation of meeting agendas in advance.


• Availability of all required meeting materials before meetings commence.


• Accurate documentation of meeting minutes and distribution within 24 hours.


• Tracking and following up on action points assigned during meetings.

Travel Planning & Logistics:

• Timely booking of flights, accommodation, and transportation.


• Preparation of complete travel itineraries with all necessary details.


• Ensuring travel plans align with approved budgets.


• Handling travel changes efficiently with minimal disruption.


• Ensuring the executive’s comfort and safety during official trips.

Stakeholder & Relationship Management:

• Maintaining positive working relationships with internal teams and external partners.


• Professional representation of the executive and organization at all times.


• Effective coordination with vendors, service providers, and departments.


• Prompt resolution of stakeholder concerns or requests.


• Receiving positive feedback from internal and external stakeholders.

Office & Operations Support:

• Smooth daily office operations with minimal disruptions.


• Timely completion of operational support tasks.


• Effective coordination with internal departments and service providers.


• Support for projects and special assignments as required.


• Speed and effectiveness in resolving operational issues.

Qualifications & Experience

• Candidates should OND / HND / Bachelor’s Degree in Business Administration, Office Management, Secretarial Studies, or a related field.


• 2–4 years proven experience as a Personal Assistant, Executive Assistant, or Administrative Officer (experience in the pharmaceutical or healthcare industry is an added advantage).


• Strong understanding of office administration and executive support functions.


• Experience working in a structured, professional environment.

Skills & Competencies:

• Excellent organizational and multitasking abilities.


• Strong written and verbal communication skills.


• High level of professionalism, discretion, and integrity.


• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).


• Ability to work independently and take initiative.


• Ability to work under pressure and meet tight deadlines.


• Interpersonal skills and the ability to build strong working relationships.


• Strong attention to detail and problem-solving skills.