Executive Assistant

Responsibilities:

• Provide direct support to the CEO, including: Calendar management and scheduling, meeting coordination and preparation. Note-taking and capturing key actions.
• Ensure the CEO is prepared for key meetings, decisions, and engagements.
• Act as a coordinator for CEO priorities and time.
• Translate company priorities into clear weekly tasks and actions across teams.
• Ensure alignment across teams.
• Drive daily and weekly follow-ups to ensure tasks are completed on time.
• Ensure that weekly sprints are executed fully, not just planned.
• Identify blockers early and escalate or resolve them quickly.
• Maintain clear visibility on what is: on track, at risk, or delayed.
• Own and maintain the weekly CEO dashboard as the company’s core operating tool.
  
• Ensure all key metrics (revenue, buyers, traffic, seller performance) are accurate, updated weekly, and clearly presented.
• Track progress against weekly priorities.
• Highlight: what is working, what is off-track, where decisions are required.
• Ensure data is clear, usable, and decision-ready.
• Ensure all agreed actions from meetings are documented, assigned and tracked to completion.
• Follow up with team members to ensure delivery on commitments.
• Identify patterns of missed deadlines or weak execution.
• Support the CEO in building a culture of accountability and delivery.
• Help design and maintain simple, effective workflows and processes.
• Identify inefficiencies and recommend improvements.
• Ensure consistency in how tasks, projects, and priorities are managed.
• Act as a central coordination point across teams.
• Ensure clarity of priorities, timelines, and expectations.
• Support internal meetings by ensuring clear agendas, documented outcomes, and tracked next steps.
• Support the CEO on key initiatives such as partnerships, growth initiatives, and operational improvements.
• Conduct research and prepare structured summaries when required.
• Assist in identifying and coordinating relevant grant and funding opportunities.
• Support grant applications by gathering required information, coordinating inputs across teams, preparing structured drafts for review, and ensuring grant-related timelines and submissions are well-managed and completed on time.

Requirements:

• Degree in Business Administration, Management, or a related field.
• Proven experience as an Executive Assistant, Operations Coordinator or similar role in a fast-paced environment. 
• Strong organisational and project management skills.
• Excellent written and verbal communication skills.
• High attention to detail and ability to manage multiple priorities.
• Strong problem-solving ability and proactive mindset.
• Ability to work independently and manage confidential information with discretion.

Key Competencies:

• Execution-focused: turns plans into completed outcomes.
• Relentless follow-through: ensures nothing falls through the cracks.
• Structured thinker: brings clarity and organisation to complexity.
• Proactive: anticipates needs and acts ahead of time.
• Accountability-driven: ensures tasks are completed, not just assigned.
• Calm under pressure: able to manage multiple priorities effectively.