Executive Operations Associate

POSITION SUMMARY

The Executive Operations Associate (EOA) is
a high -performance, operations -focused role responsible for protecting,
maximizing, and optimizing the Executive’s 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 Executive’s
  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 Executive’s 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 Executive’s 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

• Bachelor’s 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 Executive’s schedule, travel periods, or project demands.
  
• Occasional evening, weekend, or
  travel support may be required.
  

WHAT SUCCESS LOOKS LIKE

• The Executive’s 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.