Office Manager / Executive Assistant at Ascentech Services Limited

Ascentech Services Limited is the most sought-after Human Resource Solution Provider with its Head Office in Lagos, Nigeria. We have a reputation for satisfying and surpassing clients expectations through our core offerings: Recruitment and Selection, Outsourcing & Training and Development. To accomplish these we leverage on creating and managing change in organizations by improving efficiency through our proven and dynamic HR solutions.

We are recruiting to fill the position below:

Job Title: Office Manager / Executive Assistant

Location: Victoria Island, Lagos
Employment Type: Full-time

Job Summary

• We seek a skilled and dynamic Office Manager / Executive Assistant. The ideal candidate should possess a strong background in office administration and facility management and be able to support executive operations.
• The role will also include serving as an Executive Assistant to the MD, particularly in managing travel logistics and executive scheduling.

Duties and Responsibilities
Office Administration:

• Oversee daily office operations, ensuring smooth administration processes.
• Coordinate and attend weekly meetings of all subsidiaries, taking notes and providing updates to executive management.
• Act as the primary point of contact for expatriate management, including travel arrangements and visa facilitation, logistics, and accommodation.
• Manage office procurement for consumables, laptops, furniture, and other office supplies.
• Perform general administrative tasks such as filing, scanning, photocopying, and data entry.
• Travel Management
• Supervise administrative staff and provide guidance and support as necessary.
• Develop and implement administrative policies and procedures to improve operational efficiency and compliance.
• Manage executive schedules, and arrange meetings, appointments, and travel logistics.
• Prepare and distribute reports, memos, correspondence, and presentations on behalf of executives.
• Screen and prioritize incoming calls, emails, and correspondence, responding or redirecting as needed.
• Coordinate and support executive meetings by preparing agendas, taking minutes, and following up on action items.
• Conduct research and compile data to assist with decision-making.
• Assist in the preparation and coordination of events, conferences, and special projects.
• Handle sensitive information with discretion and maintain confidentiality.
• Serve as a liaison between executives and stakeholders, both internal and external, maintaining professional relationships.
• Continuously review and improve office processes to streamline operations.

Facility Management:

• Oversee all office facilities and ensure efficient and reliable operations.
• Develop and implement facility management policies, procedures, and standards to ensure operational efficiency.
• Supervise facility staff, including janitorial, maintenance, and security personnel, ensuring safety and performance compliance.
• Assist with budget preparation and monitoring for office and facility expenses.
• Identify cost-saving opportunities and recommend budget adjustments as needed.
• Manage facility budgets, forecast expenses, and optimize spending.
• Oversee maintenance and repair of building systems (HVAC, electrical, plumbing, security).
• Coordinate routine inspections and preventive maintenance activities.
• Manage office supplies, equipment, and other facilities to ensure smooth daily operations.
• Oversee office renovations, remodeling projects, and relocations as required.

Job Requirements

• Bachelor's Degree in Business Administration, Management, or a related field.
• A minimum of 8 years of experience in office administration, executive support, or facility management.
• Proven experience as an Executive Assistant, Office Manager, or similar role supporting senior-level executives.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

Compensation Package
N600,000 Gross Monthly + HMO.

Application Closing Date
Not Specified.

How to Apply:
Interested and qualified candidates should submit their CV to: [email protected] using the job title as the subject of the email.