Executive Assistant (Business Operations)

Key Responsibilities:

Executive Support:

• Manage calendars, coordinate meetings, and handle travel arrangements for Director.
• Prepare and organize materials for meetings, presentations, and events.
• Serve as a point of contact for internal and external stakeholders on behalf of Director.
• Draft, proofread, edit and send reports, emails, and other documentation pertaining to Sourcing of the products and Sales on behalf of the Director.

Operational Coordination:

• Support business operations by assisting with data analysis, reporting, and tracking key performance metrics of Business Development, Sales and Operations Departments.
• Assist with project management tasks, including planning, scheduling, and follow-up on action items.
• Collaborate with cross-functional teams to ensure timely execution of strategic initiatives.

Communication & Stakeholder Management:

• Communicate effectively with internal teams, clients, and vendors to support operational activities.
• Assist in managing communications between Director and stakeholders to foster positive relationships.
• Support HR functions, including onboarding new team members, organizing team events, and managing employee engagement initiatives.

Documentation & Records Management:

• Maintain comprehensive and organized records for all executive and operational documents.
• Ensure documentation is updated, archived, and easily accessible for quick reference.
• Track project milestones and deliverables, reporting progress to the executive team regularly.

Process Improvement:

• Identify and implement improvements to optimize administrative processes and workflows.
• Assist in developing standard operating procedures to streamline operational tasks and enhance productivity.

Preferred candidate profile

• Education: Bachelors degree in Business Administration, Operations Management, or a related field preferred.
• Experience: Minimum of 3-5 years of experience as an Executive Assistant or similar role in business operations, preferably in a fast-paced or startup environment.
• Skills:
• Excellent organizational, time management, and multitasking skills.
• Strong written and verbal communication abilities.
• High proficiency in MS Office Suite, Google Workspace, and project management tools (e.g., Asana, Trello).
• Familiarity with data analysis tools and CRM software is a plus.
• Other Attributes:
• High level of discretion, professionalism, and confidentiality.
• Ability to work independently, anticipate needs, and exercise sound judgment.
• A proactive attitude, with an eagerness to contribute to company goals.

Perks and benefits

• Competitive salary and benefits package.
• Opportunities for professional growth and career advancement.
• Engaging and collaborative work culture.
• Flexible work environment with potential for hybrid work.