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. 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