Executive Assistant_ Remote

Job Summary: We are seeking a highly organised and dynamic Executive Assistant to support the Founder in managing daily administrative tasks, optimising productivity, and ensuring smooth operations of the business. The ideal candidate will be proactive, flexible, and possess excellent communication skills. This role requires a highly responsible individual with the ability to maintain discretion, multitask effectively, and thrive in a fast-paced environment. This role goes beyond traditional administrative duties and provides an exciting opportunity to work on various strategic projects across the business.

Role & responsibilities

Administrative Support:

• Manage and prioritise the Founders calendar, ensuring meetings and appointments are scheduled effectively and in a timely manner.
• Handle all incoming communications (emails, phone calls, etc.), respond promptly, and filter accordingly.
• Prepare and proofread important documents, presentations, and reports.
• Organise and maintain files, documents, and correspondence in a systematic manner. Optimize and manage the managers calendar to ensure maximum efficiency.
• Organise and manage events, meetings, and conferences, ensuring all logistics are covered.
• Monitor and manage expenses, ensuring budget adherence for both the manager's activities and office operations. Identify areas for cost-saving opportunities and propose financial adjustments as needed.

Project Ownership & Coordination:

• Take ownership of business-wide projects from inception through to execution.
• Lead and support initiatives in marketing, as well as other departments, ensuring they are completed on time, within scope, and aligned with organizational goals.
• Collaborate with team members to manage and prioritize tasks, ensuring projects move forward smoothly.
• Regularly report progress and provide updates to the Founder, ensuring visibility into the status of key initiatives.

Leadership Support:

• Act as the primary point of contact between the Founder and internal/external stakeholders.
• Identify, establish, and maintain valuable contacts and business relationships aligned with the organizations goals.
• Support key projects and initiatives led by the Founder, tracking deadlines and ensuring timely completion of deliverables.
• Help prioritise and follow up on key tasks, maintaining effective communication across the team and leadership.
• Assist the Founder with various ongoing projects, ensuring deadlines and objectives are met.
• Provide assistance in preparing for leadership meetings, ensuring the Founder is prepared and organised.

Travel and On-Site Support:

• Be prepared to travel whenever needed to support the Founders business needs.
• Provide on-the-ground assistance during business trips, ensuring the Founders schedule is optimised and their needs are met.
• Be open to taking on diverse tasks that may arise during travel or regular operations, demonstrating flexibility in job duties.
• Assist with personal tasks, errands, and activities as needed during travel or while the Founder is on business trips.
• Provide support in a fast-paced, dynamic work environment, adapting to changing priorities with ease.

Miscellaneous Tasks:

• Continuously assess and evaluate tasks to ensure alignment with the managers strategic objectives.
• Handle confidential and sensitive information with the utmost discretion.
• Manage personal appointments and commitments to maintain a healthy work-life balance for the manager.
• Take on ad-hoc administrative tasks as required, helping the Founder maintain focus on high-level decision-making.
• Proactively address issues or obstacles that may arise, preventing disruptions to the managers workflow.

Requirements and Qualification

• Minimum of 3-5 years of experience as an Executive Assistant, Personal Assistant, or similar role, supporting senior leadership or C-level executives.
• Strong organisational and time-management skills with the ability to prioritise tasks efficiently.
• Excellent written and verbal communication skills.
• A high level of proficiency with office software and familiarity with project management tools.
• Ability to work under pressure and handle multiple projects at once.
• Willingness and flexibility to travel on short notice.
• A proactive attitude with the ability to anticipate the needs of the Founder.
• Strong attention to detail and a high standard of professionalism.
• Previous experience in project management or event coordination.
• Bachelors degree or equivalent experience.

Perks and benefits

• Competitive salary and benefits package.
• Opportunities for professional growth and development.
• A collaborative and supportive work environment.
• The chance to work with cutting-edge technology and innovative solutions.
• Make a significant impact on our clients' success and our company's growth.