Executive Assistant

Role Summary

We are looking for a highly organised, proactive, and detail-oriented Executive Assistant to provide comprehensive support to senior leadership. The ideal candidate will be a confident communicator, proficient with modern AI-powered tools, and capable of independently managing multiple projects simultaneously. This role requires strong cross-functional coordination across production, export, accounts, and other departments, as well as direct communication with international clients.

Key Responsibilities

▪ Serve as the primary point of contact for international clients via email, video calls, and written correspondence.

▪ Draft, review, and respond to routine and complex client queries in professional, fluent English.

▪ Maintain a courteous and brand-consistent tone across all client-facing communications.

▪ Follow up on pending queries and ensure timely resolution.

▪ Liaise regularly with production, export, accounts, logistics, and other internal departments to gather updates and resolve issues.

▪ Act as a communication bridge between the executive office and various teams.

▪ Track departmental commitments and ensure deliverables are met on time.

▪ Facilitate smooth information flow to minimise bottlenecks in operations.

▪ Assist in the tracking and organisation of export-related documents (shipping instructions, invoices, packing lists, certificates of origin, etc.).

▪ Coordinate with the export team and freight forwarders to ensure documentation accuracy and deadlines are met.

▪ Maintain an organised digital repository of all export records.

▪ Independently manage multiple concurrent projects using spreadsheet-based project trackers.

▪ Develop and maintain detailed project sheets including timelines, milestones, task assignments, and status updates.

▪ Create Gantt charts, task lists, and progress dashboards in tools such as Google Sheets, Microsoft Excel, or equivalent platforms.

▪ Proactively flag delays, risks, or bottlenecks to management and suggest corrective actions.

▪ Coordinate with relevant stakeholders to ensure project goals are met on time.

▪ Collect periodic reports from various departments (sales, production, accounts, logistics, etc.).

▪ Consolidate, analyse, and summarise data to prepare executive-level dashboards and reports.

▪ Identify key trends, discrepancies, or concerns in data and present findings clearly to leadership.

▪ Maintain structured archives of all reports and support data-driven decision-making.

▪ Actively use AI tools (such as Claude, ChatGPT, Copilot, etc.) to draft communications, summarise documents, generate reports, and improve workflows.

▪ Stay updated with relevant AI tools and recommend productivity-enhancing technologies.

▪ Automate repetitive tasks wherever possible using available digital tools.

▪ Manage the executive's calendar, including scheduling meetings, appointments, travel, and follow-ups.

▪ Prepare agendas, take meeting minutes, and distribute action points.

▪ Handle confidential information with the highest level of discretion.

▪ Manage travel arrangements, accommodation bookings, and expense reports.

▪ Organise and prioritise incoming correspondence, flagging urgent matters appropriately.

Qualifications & Requirements

▪ Bachelor's degree in Business Administration, Commerce, English, or a related field.

▪ Additional certification in Project Management (PMP, PRINCE2, or equivalent) is a plus.

▪ 6 years of proven experience as an Executive Assistant, Project Coordinator, or similar role.

▪ Prior experience in an export/trading/manufacturing environment preferred.

▪ Experience handling international clients or working in a global business context.