Executive Assistant

About the Role

Our client is seeking a highly organised, proactive, and reliable Executive Assistant / Personal Assistant to provide administrative and operational support to its senior management team.

This role is suited to someone with previous Personal Assistant or administrative experience who can confidently manage delegated tasks, assist with business processes, maintain organised records, and ensure day-to-day administrative requirements are handled efficiently.

Working closely with the client's senior management team, the successful candidate will provide dependable support across various business activities, assist with the development of Standard Operating Procedures (SOPs), and ensure tasks and enquiries are managed within agreed timeframes.

The ideal candidate is responsive, detail-oriented, takes initiative, and is comfortable communicating professionally with management and other stakeholders.

Key Responsibilities

Executive & Administrative Support

• Provide day-to-day administrative and personal assistant support to senior management.
• Manage and respond to emails, enquiries, and delegated requests.
• Assist with document preparation, data entry, record keeping, and general administrative tasks.
• Organise and maintain digital files and documents using Google Drive.
• Assist with scheduling, coordination, and other administrative requirements as delegated.

Operations & Business Support

• Assist the senior management team with developing, documenting, and maintaining Standard Operating Procedures (SOPs).
• Complete delegated administrative and operational tasks within agreed deadlines.
• Monitor outstanding tasks and proactively follow up on pending actions.
• Help maintain organised workflows and ensure tasks are progressing efficiently.
• Provide regular updates on completed work, outstanding actions, and priorities.

Communication & Coordination

• Maintain professional and timely communication with management and relevant stakeholders.
• Acknowledge delegated tasks and respond to emails and enquiries within two business hours.
• Ensure enquiries received after 3:00 PM are addressed by the next business day, where applicable.
• Communicate any delays, challenges, or outstanding requirements promptly.

Additional Administrative Support

• Assist with other business-related tasks as required by the client.
• Provide support using Microsoft Office, Google Drive, email, and Meta (Facebook and Instagram).
• Adapt to changing priorities and provide flexible support across administrative functions.

Essential Requirements

• Previous experience in a Personal Assistant (PA), Executive Assistant (EA), or administrative support role.
• Excellent written and verbal English communication skills.
• Strong organisational and time-management abilities.
• Professional communication skills, particularly when handling emails and enquiries.
• Ability to manage multiple delegated tasks and meet deadlines.
• Strong attention to detail and accuracy.
• Proactive approach to following up on outstanding tasks.
• Ability to work independently and take ownership of responsibilities.
• Comfortable handling confidential business information.

Preferred Qualifications & Experience

• Previous experience in the early childhood sector or familiarity with early childhood operations would be highly regarded.
• Experience assisting with SOP development and documentation.
• Familiarity with Google Workspace and Microsoft Office.
• Experience using Meta Business Suite or Facebook and Instagram business platforms.

Tools & Platforms

The successful candidate should be comfortable working with:

• Microsoft Office
• Google Drive
• Email
• Meta (Facebook and Instagram)

Working Expectations & Accountability

• Acknowledge delegated tasks and respond to emails and enquiries within two business hours.
• Emails received after 3:00 PM may be addressed on the next business day.
• Provide daily or weekly updates on completed work, outstanding actions, and priorities.
• Complete delegated tasks within agreed timeframes.
• Proactively follow up on outstanding work and communicate any delays.

The Ideal Candidate

Our client is looking for someone dependable, organised, and proactive who can provide consistent administrative support to senior management.

The successful candidate should be comfortable taking direction from multiple stakeholders, managing competing priorities, and ensuring that important tasks are followed through without constant supervision.

Someone who is responsive, communicates clearly, demonstrates initiative, and takes pride in keeping business operations organised will thrive in this role.