AP - Executive Assistant | Remote South Afria

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.

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

• 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