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 Originally posted on Himalayas