Executive Assistant / Operations Support

About the role

We are looking for an Executive Assistant / Operations Support professional to provide comprehensive executive, administrative, and business operations assistance to our Director. The role is highly organized, proactive, and capable of working independently while ensuring smooth day‑to‑day operations across the organization.

Key responsibilities

• Coordinate and manage key business projects, tracking timelines, follow‑ups, and task progress.
• Monitor deadlines proactively and ensure tasks are completed without prompting.
• Maintain and improve internal documentation, templates, and processes.
• Prepare and format documents, reports, and presentations; support monthly and quarterly reporting requirements.
• Provide day‑to‑day executive support, including diary management, reminders, and appointment bookings.
• Maintain and update the sales pipeline, sales budgets, KPI reports, and other key trackers.
• Monitor budgets, advertising spend, and sales incentives, reporting progress and flagging inconsistencies.
• Track staff birthdays, anniversaries, and coordinate client or candidate gifting.
• Liaise with internal stakeholders, handling confidential matters with discretion.
• Maintain baseline AI literacy, using approved AI tools in compliance with company policies and data‑privacy standards.

Required profile

• Highly organized and detail‑oriented with strong communication skills.
• Ability to manage multiple priorities across executive support, operations, marketing, and administration.
• Proactive, independent, and confident working in a remote or hybrid environment.
• Professional demeanor with a high level of discretion when handling confidential information.

Required skills

• AI tools literacy and usage for work efficiency and decision‑making.