Executive Assistant at Gem HR Consulting

Gem HR Consulting – We are experts in the field of human capital management across Industries. We offer specially designed strategic approaches to your business needs.

Job Position: Executive Assistant to the Creative Director
Location: Agungi, Lekki – Lagos

Work Schedule: Monday – Saturday (Proximity to the Island will be an advantage)

Job Description
Executive & Administrative Support:

1. Act as a trusted right-hand to the MD in managing schedules, coordinating meetings and setting weekly priorities.
2. Prepare for and coordinate general meetings, including agenda preparation, logistics and refreshments.
3. Manage internal and external communication, including calls, emails, guest reception and walk-in clients.
4. Handle travel and logistics for the MD and team (where required).

Operational Oversight & Departmental Coordination:

1. Supervise and ensure smooth collaboration across all departments: Design/Creative Team, Production, HR/Admin, and Office Support Staff.
2. Serve as the MD’s representative in overseeing day-to-day operations when they are unavailable.
3. Track departmental performance, gather and compile monthly reports from all managers.
4. Ensure all team activities and deadlines are executed in line with the MD’s directives and brand goals.

Client Consultation Coordination:

1. Engage prospective clients from the website or social media, guide them through the consultation process, and confirm payment.
2. Schedule and coordinate consultation meetings, ensuring the presence of all relevant parties (Design Manager, Creative Director, and client).
3. Lead consultation logistics, including virtual measurement sessions for remote clients.

Client Relations & Sales Support:

1. Receive and professionally manage client fittings, inquiries, feedback, and complaints.
2. Coordinate with the Design and Production teams on order timelines, alterations, and approvals.
3. Manage off-the-rack sales and promote ready-to-wear collections and jewellery.
4. Confirm website orders, communicate estimated delivery times, and ensure terms and conditions are upheld.

Fashion & Creative Brand Support:

1. Collaborate on concept development, product research, and fashion-forward proposals.
2. Support and manage photo shoots, content creation, and campaign execution.
3. Work alongside the Social Media Strategist to ensure consistent, engaging content that aligns with the brand identity.
4. Contribute strategic insights to drive brand visibility, collaborations, and business growth.

People & Vendor Management:

1. Liaise with the HR Manager on recruitment, onboarding, and manpower planning.
2. Supervise facility staff (cleaners, security, office assistants) and ensure a polished, client-ready space at all times.
3. Engage vendors and artisans on behalf of the MD for orders, fittings, and event support.
4. Negotiate vendor contracts and follow up to ensure timely service delivery.

Finance & Reporting:

1. Manage company running costs, handle payroll, and assist with financial reporting and budgeting.
2. Document and track daily sales across all brand arms.
3. Maintain accurate records of all financial and operational activities.

Person Specifications

1. Interested candidates should possess a Bachelor’s Degree
2. 3–4 years’ proven experience supporting C-level Executives in fashion or creative industries.
3. Preferably Female for Gender balance
4. Strong leadership and coordination skills with the ability to manage cross-functional teams
5. Excellent written and verbal communication skills
6. Ability to work independently, stay composed under pressure, and take initiative
7. Advanced proficiency in Microsoft Office Suite, Google Workspace, and basic project management tools
8. Customer service orientation with a flair for fashion and trends
9. High emotional intelligence and discretion when handling sensitive information

How to Apply
Interested and Qualified candidates should send their CV to: gemhrconsulting@zoho.com using the Job Title as the subject of the mail.