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.