Job Description
We are seeking a highly organised, proactive, and professional Executive Assistant to provide high-level administrative and operational support to the executive team. This role is responsible for managing schedules, coordinating communications, supporting business operations, and ensuring day-to-day activities run efficiently and smoothly.
Job Title
-
Executive Assistant
Work Schedule
- Day Shift
Job Qualifications/Requirements
- Proven experience as an Executive Assistant, Administrative Assistant, or similar support role.
- Strong organisational and time management skills.
- Excellent written and verbal communication skills.
- High attention to detail and accuracy.
- Ability to manage multiple priorities in a fast-paced environment.
- Proficiency in Microsoft Office Suite, Outlook, Microsoft Planner, and other productivity tools.
- Ability to maintain confidentiality and exercise sound judgement.
- Experience in project coordination, scheduling, and stakeholder communication is preferred.
Job Responsibilities
- Executive Calendar & Schedule Management – This responsibility centres on keeping the executive’s schedule accurate and well-organised by managing meetings proactively, preparing all necessary materials in advance, adjusting appointments as priorities change, safeguarding focus time, and coordinating across time zones to ensure smooth and efficient scheduling.
- Email & Communication Management – This responsibility focuses on managing the executive’s inbox by organising emails, drafting and sending professional correspondence when appropriate, prioritising urgent messages, and maintaining clear communication with internal and external stakeholders to keep workflows efficient and uninterrupted.
- Meeting Coordination & Preparation – This responsibility involves providing end-to-end support to the executive by preparing all required meeting materials, allocating time for the executive to review those materials in advance, organising pre-reads, and clearly outlining the purpose of each meeting. It also includes reviewing upcoming meetings to ensure readiness and ensuring all participants have the necessary documents.
- Document, File & Information Management – This responsibility focuses on maintaining well-organised digital files and accurate records by properly naming, saving, and managing documents, keeping internal systems up to date, and ensuring all sensitive or confidential information is securely handled and easily accessible when needed.
- Project Coordination – This involves supporting ongoing projects by tracking deadlines, monitoring progress & following up with team members using Microsoft Planner.
- Travel Management- This responsibility includes organising all travel arrangements by creating detailed itineraries, booking flights and accommodation, and providing the executive with carefully curated hotel and travel options. It also involves calculating estimated travel expenses in advance.
- Receivables Process Management- This responsibility involves managing the end-to-end receivables workflow by maintaining and updating the Receivables Playbook, monitoring incoming Purchase Orders, and ensuring all PO details are accurately recorded in the Billing Tracker. It includes informing Luke of key updates, sending invoices to clients in line with established procedures, tracking client payments, and monitoring the inbox for remittances to ensure timely processing of all receivables.
- Day to Day Non-Business Support – This includes managing selected non-business tasks, coordinating appointments, and assisting with essential life logistics to support overall efficiency and -business tasks, coordinating appointments, and assisting with essential life logistics to support overall efficiency and work-life balance.
- Social Media Management – Responsible for supporting the organisation’s online presence by preparing updates, coordinating with relevant teams to ensure content accuracy, and identifying opportunities to strengthen visibility across digital platforms.
- Identify Professional Development Opportunities – This responsibility includes researching and recommending relevant training, courses, certifications, and development programs that support continuous growth for both the executive and the broader team. It also involves proactively identifying your own development needs, undertaking training to enhance your skills, and documenting key learnings by creating Loom videos or similar resources.
Good luck and God Bless!