Executive Assistant – Administrative Support Specialist

Role Overview

• Perform accurate data entry and maintain up-to-date records.
• Prepare, issue, and manage invoices in a timely manner.
• Handle receiving and sending stock, ensuring correct documentation and smooth flow of goods.
• Provide high-level administrative and executive assistant support to the business owner and internal team.
• Take ownership of administrative, accounts, and operational processes with minimal supervision.
• Manage emails, phone calls, and correspondence, ensuring timely responses and proactive follow-ups.
• Schedule and coordinate meetings, appointments, and travel arrangements.
• Maintain and organize files, records, systems, and office documentation.
• Support in preparing reports, presentations, and business documents as required.
• Track and follow up on payments, expenses, and reimbursements.
• Liaise confidently with external partners, suppliers, and service providers.
• Assist in implementing and improving internal standards, procedures, and workflows to support business efficiency.
• Collaborate with colleagues to ensure tasks and projects are completed efficiently and on time.
• Ensure confidentiality, professionalism, and accuracy in handling sensitive company information.

Requirements

• Previous experience in Administration, Accounts, Executive Assistant, or Operations support roles.
• Strong leadership mindset with the ability to take initiative, manage priorities, and work independently.
• Proven experience supporting executives and managing day-to-day business operations.
• Highly proactive communicator who provides regular updates and follows through on tasks without needing close supervision.
• Strong experience using Microsoft Office programs and CRM software.
• Highly organized with strong attention to detail and the ability to multitask effectively.
• Comfortable working across multiple business functions and supporting projects when needed.
• Ability to establish structure, improve processes, and implement administrative standards and procedures.
• Strong written and verbal English communication skills.
• Professional, reliable, and capable of thriving in a fast-paced environment.