Executive Assistant - Operations track

Bright Magenta is seeking a highly organized and execution focused Executive Assistant to support the Founder & Executive Director and contribute to operational coordination across projects.

This position combines executive support, event coordination, supplier management, structured research, documentation control, and cross team follow up. The role is designed to evolve into an operations leadership position based on performance.

Executive Support & Execution

Manage daily task tracking and coordination for the Founder

Ensure directives are clearly communicated and properly implemented by the team

Follow up consistently on deadlines, deliverables, and execution standards

Maintain structured digital filing systems and organized documentation

Operations & Event Coordination

Support planning and coordination of event logistics and production requirements

Source, evaluate, and compare suppliers and vendors

Assist in negotiation processes and quotation comparisons

Coordinate internally with technical, production, and operations teams

Research & Intelligence

Conduct structured research across suppliers, venues, regulations, equipment, and strategic topics

Extract relevant, decision ready information from large data sets

Present findings in clear, concise formats for review

Presentations & Documentation

Prepare professional presentations and client ready quotations

Draft and proofread emails, proposals, and official communications

Review documents for clarity, consistency, and accuracy

Financial & Administrative Coordination

Coordinate with accounting on invoicing follow ups and documentation

Track payment statuses and supplier commitments

Maintain organized cost comparison sheets and financial summaries

Marketing & Project Follow Up

Coordinate uploading of project videos and content to social media platforms

Follow up with media teams to collect and archive project assets

Ensure proper documentation and archiving of completed projects

AI & Digital Tools

Utilize AI tools to enhance research, drafting, and workflow efficiency

Support implementation of systems that streamline recurring processes

Strong organizational and time management capability

Ability to manage multiple priorities in a fast paced environment

Clear communication and negotiation skills

Advanced research ability with analytical thinking

High attention to detail, especially in proofreading and documentation

Proficiency in presentation software and digital productivity tools

Comfortable using AI tools as part of daily workflow

High level of discretion, ownership, and reliability

This is an Operations Track role.

Based on performance, ownership, and leadership capability, the position may transition into a formal operations leadership role within the company.

Minimum Qualification Standard

This role requires strong independent thinking and execution ability. Applicants must demonstrate structured research skills, professional written communication, and the ability to organize complex information clearly. Candidates who require constant supervision, struggle with deadlines, or lack attention to detail will not be suitable for this position. Experience supporting senior leadership, coordinating multiple stakeholders, or working within fast-paced operational environments is strongly preferred.