Role Overview
Provide executive and operational support to senior leadership, ensuring smooth day-to-day operations through effective calendar management, administrative coordination, and business support. This role combines traditional executive assistance with light operational responsibilities to help the team stay organised, responsive, and efficient.
Key Responsibilities
- Manage complex calendars, meeting schedules, travel arrangements, and shifting priorities.
- Coordinate internal and external meetings, including agenda preparation, logistics, meeting materials, and follow-up actions.
- Review and coordinate invoice approvals, organise external vendor and law firm invoices, and maintain accurate records.
- Pre-screen and coordinate operational requests (internal approval tools), ensuring completeness before routing for approval.
- Prepare reports, presentations, dashboards, and other documents to support business operations and leadership meetings.
- Maintain and organise frequently accessed information, templates, organisational charts, and departmental documentation.
- Coordinate with cross-functional teams to track action items and ensure timely completion of deliverables.
- Support planning and logistics for team meetings, offsites, and other departmental activities.
- Identify opportunities to improve administrative processes and operational efficiency.
- Handle confidential information with professionalism, discretion, and sound judgement.
Requirements
- 3+ years of experience in an Executive Assistant, Executive Coordinator, Business Support, or similar role.
- Excellent organisational skills with the ability to manage multiple priorities in a fast-paced environment.
- Strong communication and stakeholder management skills.
- Proficiency with Microsoft Office, Google Workspace, and collaboration tools such as Slack and Lark.
- Strong attention to detail and a proactive approach to problem-solving.
Profile
- Highly organised and dependable with excellent follow-through.
- Proactive, resourceful, and able to anticipate needs.
- Comfortable working independently while coordinating across multiple stakeholders.
- Adaptable and able to remain composed under changing priorities.
- Enjoys bringing structure, improving processes, and enabling others to work effectively.
