Executive Assistant Job at SHELT

SHELT protects your business by providing a 24/7 Security Operations Center (SOC) with centralized dedicated security consultants . We offer online and cloud based security services to trusted global clients through a cybersecurity-as-a-service partnership model that is designed to sustainably and effectively shelter your company from data theft and cyber threats. With a comprehensive offering of solutions, and an excellent on-the-ground network across Europe and Africa, Shelt is looking to become the preferred choice for cybersecurity-as-a-service provider in the entire region.

We are recruiting to fill the position below:

Job Position: Executive Assistant

Job Location: Lagos

Job Summary

• The Executive Assistant will oversee the efficient functioning of office operations, procurement, training academy activities, marketing coordination, and HR responsibilities.
• The ideal candidate should be proactive, highly organised, detail-oriented, and capable of managing multiple responsibilities in a dynamic environment.

Duties & Responsibilities
Administrative Duties:

• Provide general administrative and clerical support (scheduling, calls, documentation, etc.).
• Attend meetings and prepare minutes.
• Coordinate visa and travel arrangements (visa processing, ticketing, hotel reservations, accommodation).
• Coordinate with express couriers and mail service companies.
• Maintain proper filing systems (both electronic and hard copies).
• Manage office supplies and oversee office maintenance needs.

Procurement and Basic Accounting:

• Request quotations from suppliers for the purchase of goods, services, and supplies.
• Issue purchase orders to suppliers and ensure timely fulfilment.
• Verify suppliers’ invoices for accuracy against purchase orders.
• Monitor billing, subscriptions, and renewals.
• Support basic invoicing and collection follow-up.

Training Academy Activities:

• Coordinate events (workshops, seminars, webinars).
• Collect and analyse feedback to improve training program quality.
• Support marketing team in preparing promotional materials and using social media platforms to promote training programs.

Marketing Coordination / Social Media Activities:

• Conduct market research on training academies, trends, and opportunities.
• Support marketing initiatives and campaigns through:
• Assisting in event execution (launches, webinars, trade fairs).
• Handling logistics, including venue setup, Zoom webinar setup, and mailing lists.
• Coordinating with agencies and event organiser for marketing materials and logistics.

HR / Personnel Duties:

• Collect and organise CVs from various sources, while continuously updating the HR Manager on additional recruitment channels and resources.
• Screening CVs against role requirements.
• Scheduling interviews with selected candidates in coordination with the HRM and hiring managers.
• Assist in recruitment, orientation, onboarding, and offboarding procedures.
• Ensure new employees are equipped with laptops and tools before joining.
• Handle proper documentation
• Organise and coordinate training activities, with a focus on soft skills topics (e.g., communication, teamwork, problem-solving, leadership), in collaboration with the HR Manager at Headquarters.
• Act as the point of contact for HR-related matters in Nigeria, escalating issues or observations to the Country Manager and HR Manager at Headquarters.
• Stay up to date with Nigerian labor laws and HR regulations and regularly update the Country Manager and HR Manager in Lebanon on changes that may affect company policies and employee relations.

Skills and Qualifications

• Education: University degree in Business Administration, Business Law, or equivalent.
• Experience: 5–7 years in a relevant field.
• Languages: Fluent in English (speaking, reading, writing).
• Technology: Proficient with MS Office, LinkedIn, and social media platforms.

Key Competencies:

• Fast learner, team player, proactive, adaptable, highly organised, excellent time management and multitasking skills, problem-solving ability, strong communication, reliable, detail-oriented, discreet, and professional.