Executive Assistant

Role Responsibilities

Attend meetings and prepare accurate notes, action items, and follow-up documentation.
Manage and maintain project management software, ensuring tasks, deadlines, updates and priorities remain current.
Manage active communication related to project updates, progress and status with clients, internal teams and all relevant stakeholders.
Monitor project progress and proactively follow up with team members regarding outstanding actions.
Escalate delays, risks, or project bottlenecks to the Director with recommended next steps.
Develop, document and maintain Standard Operating Procedures (SOPs), workflows and internal process documentation, including the use of screen capture and process documentation tools such as GuideJar.
Support the team in improving internal processes, reporting, documentation and task visibility.
Provide general administrative and executive support as required.

Required Skills, Qualifications & Software Knowledge

Previous experience in an Executive Assistant, Project Coordinator, Operations Assistant, or similar role.
Strong proficiency with project management systems such as TeamWork and Jira. Experience with these platforms is highly preferred, as these are the systems used within the business.
Excellent organisational and time management skills, with the ability to manage multiple priorities and follow up without needing constant direction.
Strong written English and professional communication abilities.
Confident communicating with clients, internal teams and external stakeholders in a clear, timely and professional manner.
Advanced computer literacy with the ability to quickly learn and adapt to new technologies.
Experience creating process documentation, workflows and SOPs, including the ability to use screen capture tools such as GuideJar to document step-by-step processes clearly.
Strong understanding of AI tools such as ChatGPT and Claude, with the ability to use them to maximise automation, improve productivity, streamline documentation and support better workflow management.