Executive Assistant / Personal Assistant Job at Green Habitat Initiative

Green Habitat Initiative (GHI) is a non-profit non-governmental organization promoting the achievement of SDG 6 (clean water) and SDG 11 (sustainable cities and communities) in Nigeria. Incorporated in 2016 in Nigeria, GHI has worked in various sectors such as environmental sustainability, urban planning, sustainable urban development, urban agriculture, social urban innovations, architecture, WASH, solid waste management, recycling activities, environmental activism, etc. GHI has worked with various local and international partners such as VINNOVA Group Sweden, French Institute Nigeria, Energies 2050, Embassies of Germany, France and Czech, The Water Mechanics, Baze University, One Environment, Stop Don't Drop, etc. to deliver its projects.

We are recruiting to fill the position below:

Job Position: Executive Assistant / Personal Assistant
Job Location: Abuja (FCT)

Position Summary

• Green Habitat Initiative (GHI) seeks a highly skilled, detail-oriented Executive and Personal Assistant to provide top-tier administrative and personal support to the President and CEO.
• This role will be pivotal in managing executive and personal priorities, coordinating board and senior team communications, and overseeing special projects.
• The ideal candidate must have experience in an NGO or INGO environment, is adaptable, organized, and thrives in a mission-driven, entrepreneurial organization as this role combines professional, project-based, and personal support in a flexible work environment, ideal for someone passionate about making an impact.

Role Overview

• As the CEO's Executive Assistant/Personal Assistant (EA/PA), you will manage an array of responsibilities essential to the effective operation of GHI, spanning project management, administrative tasks, and personal support. This position requires a resourceful individual experienced in NGO or INGO settings who is open to traveling anytime and can confidently handle diverse duties in a dynamic and creative work environment.

Key Responsibilities
Executive Support:

• Act as the President’s primary support, managing scheduling, meetings, and communications.
• Prepare and organize materials for high-level meetings and events, both internal and external.
• Maintain a “gatekeeper” role for the CEO, facilitating access and prioritizing tasks to maximize productivity.
• Track follow-up tasks, and ensure preparation for all engagements, acting as a "barometer" to anticipate and address issues.
• Build and maintain relationships crucial to the organization’s success and handle special projects as assigned.
• Attend business and non-business meetings, take notes, track follow-up actions, and ensure priorities are met.
• Handle all logistical arrangements for the President’s events, including travel plans, accommodations, and more.

Project Management:

• Support the execution of GHI’s activities and projects by managing coordination, timelines, and team communication.
• Assist with project planning, research, and report preparation to ensure smooth project delivery.
• Engage in task tracking, documentation, and communication to ensure project goals are achieved on time.

Personal Assistance:

• Assist the President with personal scheduling, manage email correspondences, travel arrangements, and non-business commitments.
• Support in planning and organizing personal and professional events as needed.
• Support the President’s outreach activities and maintain ongoing engagement with key contacts.
• Develop and draft acknowledgment letters and correspondence to donors and partners.

Communication & Liaison:

• Serve as a key liaison for the President, maintaining professional communication with internal and external stakeholders.
• Maintain the President’s bio and respond to requests for organizational materials.
• Draft and edit external communications, letters, and other documentation.
• Collaborate with GHI’s Strategic Initiatives team to facilitate outreach activities, donor relationships, and partnerships.
• Draft, review, and manage correspondence, reports, and other documents.
• Convey information effectively to ensure seamless operations across the organization.

Strategic Initiative:

• Assist board members with logistics and ensure smooth communication between the President's office and the board.
• Organize senior team meetings and staff retreats, preparing agendas and tracking action items.
• Can unavoidably represent the CEO in any in-person and virtual meetings.

Qualifications

• Master’s Degree preferred; Minimum of a Bachelor’s Degree in Business Administration, or any related field is required.
• 3-5 years of proven experience in supporting C-level Senior Leadership Executives, ideally within an NGO and INGO environment.
• Competency in office software and digital communication tools. Experience using project management software (e.g., Clickup, Slack, etc) is desirable.
• Willingness to travel across Nigeria and abroad as required.
• Background experience in supporting senior leadership, ideally within an NGO or INGO environment.
• Ability to work independently with minimal supervision and as part of a team.
• Strong written and verbal communication skills, with the ability to effectively engage with stakeholders, board members, and external partners.
• Proficiency in another language other than English is desirable but not mandatory
• High level of organization, attention to detail, and ability to handle multiple priorities and meet deadlines while under pressure.
• A genuine interest or background in GHI’s focus areas (sustainability, social development, environmental impact) is highly valued.

Why Join Us?

• Competitive Salary package
• We offer a flexible work environment that promotes work-life balance.
• Unique exposure to leadership, project management, and impactful initiatives in the NGO sector.
• A versatile role combining professional and personal support for a rewarding experience.

Note

• Upon opening the link, upload your CV. It should be 2 pages maximum. Name the file as CV_FirstName_LastName and in PDF format.
• We are more interested in learning about your achievements in your previous experiences than your daily tasks. We advise you to focus on 3 to 4 major achievements in your current/past roles.
• Cover letter. 1 page maximum. Name the file as CL_FirstName_LastName in PDF format.
• We will read your CV and come to know of your achievements. Therefore, your cover letter should not be a repetition of your CV. Instead, use it to succinctly inform us what unique value you will bring by joining us that is not mentioned anywhere in your CV.
• Any file submissions that violate the submission guidelines will not be considered.
• Ensure your contact details are updated.
• GHI is an equal-opportunity employer. Consistent with applicable law, all qualified applicants will receive consideration for employment without regard to age, ancestry, citizenship, colour, family or medical care leave, gender identity or expression, genetic information, immigration status, marital status, medical condition, physical or mental disability, political affiliation, protected veteran or military status, race, ethnicity, religion, sex (including pregnancy), sexual orientation, or any other characteristic protected by applicable local laws, regulations and ordinances.