Job Description

This is not a traditional Executive Assistant or Personal Assistant position.

Working directly with the Managing Director and Director, you will act as an extension of Management to support business operations, coordinate cross-functional projects, drive follow-through across internal teams, and provide administrative support where required.

The role combines executive support, project management, business operations, team coordination and marketing operations, and is suited to someone who enjoys wearing multiple hats, bringing structure, accountability and momentum to a fast-moving organisation.

You’ll act as the bridge between Management and the team by keeping priorities aligned, projects on track, and communication flowing effectively across the business.

Key Responsibilities

1. Executive & Business Operations Support

• Work closely with the Directors to coordinate day-to-day business priorities and operational matters.
• Assist in preparing reports, proposals, presentations and internal business documentation.
• Coordinate meetings, prepare agendas, record meeting minutes and track follow-up actions.
• Ensure management decisions are documented and communicated effectively to relevant team members.
• Handle confidential business information with professionalism and discretion.
• Provide administrative support that contributes to smooth business operations.

2. Project Management & Execution

• Coordinate and monitor multiple company projects and strategic initiatives simultaneously.
• Develop project timelines, milestones and implementation plans.
• Track project progress and proactively identify potential delays or execution risks.
• Follow up with internal teams to ensure deliverables are completed according to schedule.
• Maintain organised project documentation and progress reports.
• Escalate operational issues and bottlenecks to Management where appropriate.
• Support the successful execution of company initiatives from planning through completion.

3. Team Coordination & Management Support

• Act as the operational liaison between Management and internal teams.
• Translate management directives into clear and actionable tasks.
• Coordinate cross-functional collaboration to ensure projects move forward efficiently.
• Follow up with team members on outstanding action items and deliverables.
• Provide guidance and clarification on management expectations when required.
• Help maintain accountability, visibility and alignment across ongoing initiatives.
• Assist Management in monitoring overall project and team progress.

4. Marketing & Brand Operations

• Coordinate the execution of marketing campaigns and internal brand initiatives.
• Manage project timelines for content production and campaign deliverables.
• Liaise with designers, content creators, media partners and other stakeholders to ensure timely execution.
• Coordinate content approvals between Management and the creative team.
• Maintain content calendars, campaign trackers and planning documents.
• Ensure marketing activities are organised, properly coordinated and executed according to schedule.

Note: This role focuses on coordination, planning and execution management rather than content creation or creative production.

5. Administrative & Office Operations

• Support general office administration and internal operational matters.
• Assist in preparing HR-related documents, internal communications and company announcements where required.
• Maintain organised filing systems and business documentation.
• Coordinate procurement, vendor communication and office-related administrative tasks.
• Assist in organising internal meetings, company activities and business events.
• Support continuous improvement by documenting workflows and standard operating procedures (SOPs).
• Undertake ad-hoc projects and assignments as delegated by Management.

Job Requirements

We’re Looking For Someone Who

• Is exceptionally organised and detail-oriented.
• Possesses strong planning and project coordination skills.
• Is proactive, resourceful and solutions-driven.
• Communicates confidently and professionally with people at all levels.
• Is able to manage multiple priorities in a fast-paced environment.
• Has excellent follow-up and execution discipline.
• Can work independently while collaborating effectively across different teams.
• Is comfortable coordinating people without relying on formal authority.
• Demonstrates maturity, sound judgement and a high level of integrity.
• Enjoys improving processes and bringing structure to dynamic environments.

Preferred Qualifications & Experience

• Diploma or Bachelor’s Degree in Business Administration, Management, Marketing, Communications or a related discipline.
• 3-5 years of experience in Executive Support, Business Operations, Project Coordination, Account Management or similar roles.
• Experience coordinating multiple projects across different stakeholders.
• Strong organisational and documentation skills.
• Proficiency in Microsoft Office, Google Workspace and common project management tools.
• Experience in marketing, advertising, media or creative industries is an added advantage.

What Success In This Role Looks Like:

• Projects are delivered on time and remain well organised.
• Team members clearly understand priorities and follow through on commitments.
• Directors spend less time coordinating daily execution and more time focusing on strategic business growth.
• Internal communication is structured, timely and effective.
• Marketing initiatives and operational activities progress smoothly with minimal oversight.
• Administrative processes are handled efficiently and accurately.
• Operational challenges are identified early and resolved proactively.

Skills