EXECUTIVE ASSISTANT

Key Responsibilities

1. Staff Timekeeping & Administration

• Maintain accurate daily attendance and timekeeping records for staff.
  
• Monitor staff punctuality, working hours, leave, absences, and overtime.
  
• Prepare regular attendance and timekeeping reports for management.
  
• Follow up on attendance discrepancies and ensure records are properly maintained.
  
• Assist management with general staff administration and documentation.
  
• Maintain organised digital and physical company records.
  
• Maintain accurate and well-organised spreadsheets for operational, financial, staff, and business development information.
  

• 2. Accounting & Financial Administration Liaison
  
• Expense Tracking and petty cash management.
  
• Act as the primary administrative liaison between the businesses and the external accounting firm.
  
• Ensure invoices, receipts, payment documentation, payroll information, and other financial records are collected and submitted on time.
  
• Follow up with the accounts firm on outstanding accounting matters.
  
• Assist in preparing information required for monthly accounts and reporting.
  
• Maintain accurate internal records and spreadsheets relating to company expenses, payments, and other financial information.
  
• Maintain confidentiality when handling financial and employee information.
  

3. People & Relationship Management

• Maintain positive and professional relationships with employees, suppliers, service providers, customers, and business partners.
  
• Serve as an effective communication link between management and staff.
  
• Follow up on staff requests, operational issues, and outstanding tasks.
  
• Help create a professional, accountable, and collaborative working environment.
  
• Handle sensitive workplace matters with discretion and maturity.
  
• Support management in coordinating meetings, staff communications, and company activities.
  

4. Business Development Support

• Assist management in identifying and following up on potential business opportunities.
  
• Research prospective customers, partners, suppliers, and market opportunities.
  
• Maintain and update business development pipelines and contact databases.
  
• Follow up with potential clients and business partners as directed by management.
  
• Prepare basic business proposals, presentations, reports, and commercial information.
  
• Support the management team in developing new revenue opportunities.
  
• Track business development activities and provide regular updates.
  

5. Executive Support

• Manage calendars, meetings, appointments, and important deadlines.
  
• Prepare meeting agendas, notes, and follow-up action points when required.
  
• Monitor outstanding tasks and ensure commitments are followed through.
  
• Conduct research and prepare information requested by management.
  
• Handle correspondence and communication professionally.
  
• Maintain confidentiality regarding company, employee, customer, and management matters.
  
• Take ownership of ad-hoc projects and assignments from management.
  

Requirements

• Diploma or Bachelor's degree in Business Administration, Accounting, Management, Finance, or a related field.
  
• 2–5 years of relevant work experience in administration, executive assistance, operations, accounting support, or a similar role.
  
• Strong practical knowledge of Microsoft Excel and Google Sheets.
  
• Experience working with accounting firms, accountants, or financial administration is an advantage.
  
• Experience in staff administration, attendance management, or HR support is an advantage.
  
• Experience in business development, sales support, customer relations, or commercial administration is an advantage.