Project Management Officer

This is a full-time, dual role combining project management with direct personal assistance to the Founder. You will be responsible for keeping the Founder's day structured and productive, while simultaneously maintaining oversight of key projects and ensuring critical tasks are delivered on time. The ideal candidate is highly organised, dependable, and tech-savvy equally comfortable owning a meeting agenda and following up on a pending quote within the same working day.

Day-to-day responsibilities

• Calendar & scheduling - Manage the Founder's calendar end-to-end, coordinate internal and external meetings, and resolve scheduling conflicts proactively before they arise.
• Meeting coordination - Prepare structured agendas ahead of meetings, capture concise and accurate notes during, and rigorously follow up on action items to ensure decisions translate into execution.
• Project tracking - Maintain a current, consolidated view of ongoing projects and organisational priorities; proactively flag delays, issue timely reminders, and keep relevant stakeholders informed throughout.
• Travel & logistics - Arrange flights, hotel accommodations, and ground transport; compile thorough itineraries to ensure seamless business travel at all times.
• Communications – Manage business communications on behalf of the Founder across internal and external audiences, including professional emails, team updates, and briefing notes ensuring clarity, consistency, and an appropriate tone at all times.
• External coordination - Liaise with external partners and service providers; follow up on deliverables and manage related contracts, tenders, grants etc as needed.
• Office & administration - Oversee documentation and day-to-day administrative tasks that keep the Founder's office running efficiently.
• Ad hoc support - Handle miscellaneous tasks and special requests, with sound judgement, discretion, and minimal direction.

Skills &experience

• 3–6 years of experience in an Executive Assistantce or project coordinator capacity, ideally supporting a senior leader or founder.
• Hands-on experience with project management tools such as Notion, Zapier, or similar platforms; comfortable integrating these into daily workflows.
• Solid project coordination skills with a strong eye for detail and a structured approach to managing competing priorities.
• Proficient in Microsoft Office Suite and Google Workspace.
• Excellent written and spoken English, with the ability to communicate clearly and professionally across all levels of an organisation.
• Demonstrated discretion and sound judgement when handling sensitive or confidential information.
• A warm, professional communicator who builds trust quickly with internal teams and external stakeholders alike.