The Executive Assistant (EA) plays a key role in ensuring smooth business operations by managing administrative tasks, optimising workflows, and providing direct support to the Founder. This role involves handling email and calendar management, financial admin, report preparation, travel planning, appointment scheduling, and structured project coordination within Asana.
The EA is expected to proactively manage tasks, improve efficiency, and maintain accuracy, allowing the Founder to focus on high-value strategic priorities.
Responsibilities
Email, Calendar & Communication Management
* Manage and prioritise the Founder's email inbox, ensuring important messages are actioned promptly.
* Schedule and coordinate meetings, considering time zones, priorities, and potential conflicts.
* Handle professional communication with internal and external stakeholders.
Project & Task Management in Asana
* Use Asana to structure and track projects, deadlines, and workflows.
* Maintain an organised workspace in Asana, ensuring all tasks are up to date.
* Follow up on outstanding actions and keep the Founder informed of key progress.
* Handle invoicing, payroll, and bookkeeping (experience with Xero or QuickBooks preferred).
* Maintain financial records in Google Sheets, ensuring accuracy and clarity.
* Prepare and generate reports on business metrics, project updates, and financials.
Travel & Appointment Scheduling
* Plan and book business travel, including flights, accommodation, and itineraries.
* Schedule and manage appointments (e.g., dental, medical, and other professional bookings).
* Ensure all bookings and appointments are coordinated efficiently with minimal disruption.
Process & Efficiency Optimisation
* Improve administrative workflows, reducing inefficiencies and optimising systems.
* Ensure documentation is structured and easily accessible within Google Drive.
* Identify opportunities for automation and process improvements.
Requirements
* Minimum 2 years’ experience as an Executive Assistant, PA, or in an operations-focused role.
* Strong proficiency in Asana for project and task management.
* Experience with Google Suite (Docs, Sheets, Drive, Gmail, Calendar).
* Familiarity with bookkeeping and invoicing (Xero, QuickBooks, or similar preferred).
* Strong organisational skills with high attention to detail.
* Excellent written and verbal communication skills, ensuring professionalism and clarity.
* Ability to manage multiple priorities and work independently in a fast-paced environment.
* Proactive problem-solver who anticipates needs and takes initiative.
Seniority level
* Seniority level
Entry level
Employment type
* Employment type
Full-time
Job function
* Job function
Administrative
* Industries
Business Consulting and Services
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