BUSINESS & EXECUTIVE ASSISTANT (REMOTE) AT VEMA TECHNOLOGIES LIMITED

About Company:

VEMA Technologies is a dynamic IT and consulting firm at the forefront of technological innovation, specializing in software/app development, ERP implementation, systems integration, financial advisory and business transformation services. As part of an emerging conglomerate that includes investments, agriculture, real estate, and consulting, we are building a holistic ecosystem that bridges technology and our everyday lives.

We partner with forward-thinking clients across various sectors. Our team is a lean, remote-first group of innovators that emphasizes collaboration, agility, and professional growth. We foster a supportive environment where team members contribute directly to high-impact projects, using state-of-the-art tools and platforms. You'll work in a flexible, results-oriented culture that values work-life balance and continuous learning. Joining us means being part of a startup journey that's shaping Africa's tech and business landscape.

We are recruiting to fill the position below:

Job Description:

• The role will support the Managing Partner in executing strategic initiatives that align with VEMA Group's vision.
• It will provide support on all programs and activities through research and resource development and assisting the Managing Partner on operational and administrative support.
• This role fosters a productive remote work environment, ensures seamless client engagements, and contributes to building a motivated team across entities.
• By blending consulting expertise with administrative efficiency, the position drives client success, operational excellence, and compliance, while promoting cross-functional collaboration and cost-effective practices.
• Primary Tools: Notion, Slack, Asana, Hubspot, Canva, Loom, Google Suite, AI Tools, Odoo, Zoho.

Responsibilites & Duties
Executive Assistant (40%):
Administrative Responsibilities:

• Provide general administrative support and basic bookkeeping tasks.
• Filing and retrieving corporate records, documents, and reports to ensure full regulatory compliance.
• Researching and conducting data collations to prepare documents for review and presentation by management, committees, and other executives.
• Help organize and prepare for meetings.
• Accurately record minutes from meetings utilizing AI tools where necessary.
• Reading and analysing incoming emails, submissions, or other correspondences and distributing them as needed.
• Making travel arrangements for executives.
• Manage information flow in a timely and accurate manner.
• Manage executives’ calendars, setting and following up on meetings.
• Act as an office manager by keeping up with office inventory.
• Format information for internal and external communication – memos, emails, presentations, reports.
• Ensure that the organization’s cloud storage (Google Drive etc) and other tools are highly organized and fully utilized by all staff.
• Organize and maintain the office filing system.
• Ensure that all hardcopy documents are stored properly, scanned and accurately saved in a well-structured cloud storage.

Team and Employee Support:

• Foster open communication between team members and management, addressing grievances and concerns promptly.
• Lead regular performance reviews, providing feedback and identifying areas for growth.
• Handle sensitive and confidential information with discretion.
• Oversee the performance of other clerical staff.
• Any other administrative tasks that may be assigned from time to time.

Business Consulting (40%):
Strategic Consulting:

• Organize and execute assigned business projects on behalf of clients (Finance, Human Resources, Marketing, Administration etc.) according to client’s requirements.
• Meet with assigned clients when needed and perform an initial assessment of a problematic situation, including requirements gathering and documentation
• Collect information about the client’s business through a variety of methods (shadowing, interviews, surveys, reading reports etc.).
• Analyse and interpret data to unearth weaknesses or problems, and comprehend the causes.
• Formulate recommendations and solutions with attention to a client’s wishes, capabilities and limitations forming concise reports.
• Present findings and suggestions to the executive with ample justification and practical advice.
• Develop detailed business plans and related internal/external documentation to drive small or radical changes.

Operational Support:

• Assist the client in implementing their plans and resolve any occasional discrepancies.
• Provide guidance for any occurring problems and issues.
• Plan, organize and manage business projects for clients.
• Based on clients' requirements, work on projects related to its operations or that of its customers.
• Draft or review proposals and other documentation on behalf of the client.
• Determine and track the project's KPIs.
• Track operational activities and prepare periodic reports.
• Coordinate webinars and other external client-facing events.
• Follow up with clients on outstanding payments while ensuring that invoices and receipts are issued accordingly
• Any other consulting responsibility and duty that may be assigned.

Compliance & Risk Management:

• Ensure adherence to Nigerian labor laws, data protection standards (e.g., NDPR), and company policies in all client engagements.
• Monitor project risks such as scope creep or delays, and implement mitigation strategies.
• Assist in preparing budgets for consulting projects and monitor expenses for cost efficiency, aiming for savings where possible.
• Any other consulting tasks that may be assigned from time to time.

Project Lead (20%):

• Determine and define project scope and objectives.
• Predict resources needed to reach project objectives and manage resources in an effective and efficient manner.
• Prepare project proposals and associated documentation.
• Prepare budgets based on scope of work and resource requirements.
• Track project costs in order not to exceed budget estimates.
• Develop and manage detailed project schedules and work plans.
• Lead cross-functional projects, coordinating with internal teams and external stakeholders.
• Monitor team performance and promote continuous learning within the team.
• Monitor progress and make adjustments as needed.
• Measure project performance to identify areas for improvement.
• Provide project updates on a consistent basis to various stakeholders about strategy, adjustments.
• Organize internal events such as team-building activities and workshops.
• Coordinate general and specific employee trainings and development for both internal and external stakeholders
• Manage contracts with vendors and suppliers by assigning tasks and communicating expected deliverables including purchase of goods and services.
• Utilize industry best practices, techniques, and standards throughout entire project execution.
• Any other project responsibility and duty that may be assigned from time to time.

Requirements:

Educational & Technical Requirements:

• BSc./HND in Humanities, Social Sciences, Management, Business Administration or a related field
• Minimum 3 Years relevant experience in consulting, administrative, or HR roles, preferably within a startup or tech environment.
• Training and capacity building certifications in business consulting and project management
• Professional certifications such as CIPM, SHRM, PHRI, PMP are added advantages.
• Personal computer and smart phone
• Personal resources to be online most of the time.

Skills Required:

• Excellent verbal and written communication skills
• Strong interpersonal skills, with the ability to foster positive relationships at all levels and cultural backgrounds
• Strong organizational skills and attention to detail, with the ability to manage multiple tasks simultaneously.
• Proven leadership skills with the ability to manage and mentor a team.
• Ability to handle sensitive and confidential information with discretion.
• Strong knowledge of Nigerian labour laws, data protection regulations, and HR best practices.
• Contextual knowledge of consulting work
• Demonstrated strength in creating awareness and impressions on various social media communities
• Ability to coordinate and execute multiple tasks at the same time.
• Skilled in prompt-engineering and advanced use of relevant AI tools
• Tech-savvy and strong interest in continuous-learning.

Other Work Tools:

• Internet & Computer: Google Drive, Sheets, Docs, MS Office Suite
• Collaboration: Zoom, Google Meet, Google Chat, MS Teams, Loom, Teamviewer,
• Project Management: Asana, Slack, Evernote, Notion, Trello
• ERP: Odoo, Zoho, QuickBooks,
• Content & Social: LinkedIn, X, Instagram, Medium, Hubspot, Contentstudio, Discord,
• AI: ChatGPT, Grok, Perplexity, Poe, Gemini, Deepseek, MaxAI, CoralAI,
• Other Tools: Canva, DocuSign, Google Keep, Figma, Inkscape

Salary

Application Closing Date: Not specified

Application Instructions:

CLICK ON THE LINK BELOW TO APPLY