Ap - Executive Assistant | Remote South Afria
Full Time
Position Overview
We are seeking a highly organized, proactive, and detail-oriented Executive Assistant with experience in project management and operations coordination to provide administrative and operational support to senior leadership. This role combines executive assistance, project coordination, and day-to-day operations management to ensure efficient workflows, effective communication, and the timely completion of business priorities.
The ideal candidate is a strong multitasker who can manage competing priorities, coordinate cross-functional teams, track project progress, and handle confidential information with professionalism and discretion.
Key Responsibilities
1. Executive Assistance and Administrative Support
Provide comprehensive administrative support to executives, including calendar management, meeting coordination, appointment scheduling, and travel arrangements.
Prepare agendas, meeting minutes, reports, presentations, and other business documents.
Manage emails, correspondence, and follow-ups on behalf of executives as needed.
Organize and maintain digital files, records, and documentation.
Monitor action items and ensure timely follow-up on decisions, commitments, and outstanding tasks.
Handle confidential business information with discretion and professionalism.
2. Project Management and Coordination
Assist in planning, organizing, and monitoring projects to ensure timely completion of deliverables.
Develop and maintain project timelines, task trackers, status reports, and documentation.
Coordinate with internal departments, external partners, and stakeholders to align project objectives and deadlines.
Track project milestones, identify potential delays or risks, and escalate issues when necessary.
Facilitate project meetings, document key decisions, and monitor the completion of assigned action items.
Support the implementation of new initiatives, process improvements, and strategic business projects.
Maintain visibility of project progress and communicate updates to management.
3. Operations Coordination
Coordinate daily business operations to support smooth and efficient organizational workflows.
Assist in developing, implementing, and maintaining standard operating procedures (SOPs), policies, and administrative processes.
Monitor operational tasks, deadlines, and deliverables to ensure accountability across teams.
Identify workflow inefficiencies and recommend practical solutions to improve productivity.
Coordinate resources, schedules, documentation, and logistics for business activities.
Support vendor coordination, procurement requests, and other operational requirements as needed.
Maintain operational records, trackers, and reports to support management decisions.
4. Communication and Stakeholder Management
Serve as a central point of coordination between executives, employees, clients, vendors, and other stakeholders.
Facilitate communication and information sharing across departments.
Follow up on pending requests, deliverables, and commitments to ensure timely resolution.
Prepare clear and concise updates, summaries, and reports for leadership.
Assist in coordinating internal meetings, business events, and team activities.
5. Reporting and Process Improvement
Prepare regular administrative, project, and operational reports.
Maintain dashboards, spreadsheets, and tracking systems to monitor progress and performance.
Support data gathering, analysis, and documentation for business planning and decision-making.
Recommend improvements to administrative workflows, project tracking, and operational processes.
Assist with the implementation of productivity tools, project management systems, and other business applications.
Requirements
Qualifications and Requirements
Bachelor's degree in Business Administration, Management, Operations Management, Project Management, or a related field; equivalent practical experience may also be considered.
Proven experience as an Executive Assistant, Administrative Assistant, Project Coordinator, Operations Coordinator, or in a similar role.
Demonstrated experience supporting executives and coordinating projects or business operations.
Strong organizational, planning, and time-management skills.
Excellent written and verbal communication skills.
Proficiency in Microsoft Office or Google Workspace, particularly spreadsheets, presentations, calendars, and document management.
Familiarity with project management and collaboration tools such as Asana, Trello, Monday.com, ClickUp, Jira, or similar platforms.
Strong attention to detail and the ability to manage multiple priorities in a fast-paced environment.
Ability to work independently, anticipate needs, exercise sound judgment, and take initiative.
High level of professionalism, discretion, and integrity when handling confidential information.
Strong problem-solving skills and a proactive approach to identifying and resolving issues.
Preferred Qualifications
Experience supporting senior executives, directors, or business owners.
Experience coordinating cross-functional projects and monitoring project deliverables.
Knowledge of business operations, workflow management, and process improvement.
Experience creating SOPs, reports, dashboards, and project documentation.
Familiarity with task automation, productivity tools, and digital workflow systems.
Experience working with remote or distributed teams is an advantage.
Benefits
Benefits
Competitive salary based on experience and skill set
100% remote role work from home anywhere in the Philippines
Paid local holidays aligned with the UK business calendar
Opportunities for training and professional growth
Work directly with a supportive UK team no agency middleman
Long-term engagement with a stable and growing business
Originally posted on Himalayas