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