Executive Assistant

We are seeking a proactive, highly organized, and detail-oriented Executive Assistant to support business operations, client coordination, and administrative functions. The ideal candidate will act as a critical operational anchor—streamlining day-to-day business workflows, managing client communications, tracking inventory/project logistics, and assisting with general management tasks to ensure seamless execution.

Key Responsibilities

1. Business & Operational Support

Project & Order Tracking: Assist in tracking project execution timelines, material requirements, and client orders from initial quotation to final completion.

Inventory & Resource Coordination: Help maintain logs of raw materials, stock movements, and asset allocations to support daily operational needs.

Data Management: Organize digital files, client measurement sheets, price quotes, and business records accurately in spreadsheets and cloud storage.

2. Client Communication & Correspondence

Professional Messaging: Handle routine client interactions, follow-ups, and inquiries professionally via email, phone, and business messaging platforms (e.g., WhatsApp).

Scheduling: Coordinate site visits, client meetings, vendor check-ins, and internal team schedules.

Quotations & Estimates: Assist in preparing standard price quotes, bills, and service summaries based on provided site measurements.

3. Administrative & General Management

Documentation: Draft and format routine business correspondence, reports, agreements, and internal tracking sheets.

Task Prioritization: Manage the executive’s daily task list, ensuring urgent business deadlines, follow-ups, and deliverables are met on time.

Ad-Hoc Support: Handle miscellaneous administrative errands, vendor follow-ups, and operational tasks as required by management.

Required Qualifications & Skills

Experience: Proven experience as an Executive Assistant, Business Operations Coordinator, or Administrative Assistant (prior experience in a small-to-medium enterprise or service-oriented business is a strong plus).

Communication: Excellent verbal and written communication skills in English and local languages, with a polite and professional phone/messaging etiquette.

Technical Proficiency: Strong command of MS Office / Google Workspace (specifically Excel/Google Sheets for data tracking and calculations) and digital communication tools.

Organizational Skills: Exceptional multi-tasking abilities, high attention to detail, and a structured approach to managing time and priorities.

Problem-Solving: Resourceful mindset with the ability to handle shifting priorities independently.