Executive Assistant to the Managing Director Job at Tivana Workforce

Tivana Workforce is a workforce solutions company that provides services that unlock the full potential of human capital to drive business excellence and growth in an ever-evolving marketplace. Our Services include Staffing and Recruitment, Workforce Management, Training and Development, Technology Solutions, HR Consulting, Team Retreat Planning and Specialized services.

We are recruiting to fill the position below:

Job Position: Executive Assistant to the Managing Director

Job Location: Abuja (FCT) 
Employment Type: Full-time

Job Summary

• The Executive Assistant to the Managing Director provides high-level operational, administrative, and communication support to ensure the efficient functioning of the MD’s office.
• The role requires strong organizational skills, discretion, business acumen, and the ability to coordinate across departments in a fast-paced real estate environment.
• The Executive Assistant will manage executive schedules, oversee administrative processes, support operational follow-through on strategic initiatives, and serve as a key communication liaison between the MD and internal/external stakeholders.

Key Responsibilities
Executive Support & Administration:

• Manage the MD’s calendar, appointments, meetings, and travel arrangements.
• Prepare meeting agendas, presentations, reports, and briefing documents.
• Take accurate minutes during meetings and track action items to completion.
• Screen calls, emails, and correspondence; prioritize and respond where appropriate.
• Maintain organized filing systems (digital and physical).

Operations Coordination:

• Track operational projects across departments (Sales, Marketing, Projects, Finance, Facility Management).
• Follow up with department heads on deliverables and performance targets.
• Monitor progress of real estate developments and prepare status reports for the MD.
• Assist in coordinating vendor relationships and contractor communications.
• Support implementation of strategic initiatives and operational improvements.

Communication & Stakeholder Management:

• Serve as a primary liaison between the MD and internal teams.
• Draft professional correspondence, internal memos, and external communications.
• Coordinate meetings with investors, clients, government agencies, and partners.
• Maintain confidentiality in handling sensitive company information.
• Ensure timely communication of executive directives across the organization.

Documentation & Reporting:

• Prepare executive dashboards and performance summaries.
• Compile data for board meetings and management reviews.
• Maintain contracts, agreements, and key corporate documents.
• Support documentation for regulatory and compliance requirements.

Event & Meeting Coordination:

• Coordinate executive meetings, board sessions, and strategic retreats.
• Manage logistics for property site visits and high-level client meetings.
• Support corporate events, launches, and stakeholder engagements.

Office Administration Oversight:

• Supervise administrative staff (if applicable).
• Ensure smooth day-to-day functioning of the executive office.
• Implement efficient administrative systems and processes.
• Manage office supplies and support executive procurement needs.

Qualifications & Experience

• Bachelor’s Degree in Business Administration, Management, Communications, or related field.
• 5+ years of experience as an Executive Assistant or in a senior administrative role.
• Experience in real estate, property development, construction, or related industry is an advantage.
• Strong knowledge of Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

Core Competencies:

• Exceptional organizational and time-management skills
• High level of professionalism and discretion
• Strong written and verbal communication skills
• Strategic thinking and problem-solving ability
• Ability to multitask and work under pressure
• Attention to detail and accuracy
• Stakeholder management and relationship-building skills.

Personal Attributes:

• Proactive and solution-oriented
• High integrity and confidentiality
• Executive presence and professionalism
• Strong business judgment
• Calm under pressure.

Method of Application 
Interested and qualified candidates should forward their CV and Photograph to: tivanaworkforce@gmail.com using the Job Position as the subject of the email.