[Hiring] Executive Assistant @D2B

Role Description

We are seeking a proactive and highly organised Executive Assistant to become the right-hand support person to the Managing Director. This is a true Executive Assistant role that extends well beyond diary management and administration. The successful candidate will take ownership of:

• Inbox management
• Travel coordination
• Reporting
• Project administration
• Workflow development
• Business support

You'll work closely with leadership to coordinate priorities, maintain project visibility, develop efficient workflows, and produce meaningful reporting that supports business decision-making. The ideal candidate is highly organised, technologically confident, and enjoys creating structure, improving processes, and staying one step ahead.

Responsibilities

• Executive Support (Primary Focus)
  • Provide high-level administrative support to the Managing Director
  • Proactively manage multiple email inboxes and prioritise communications
  • Draft correspondence, prepare documents, and respond to enquiries on behalf of the Managing Director where appropriate
  • Coordinate meetings, appointments, and calendar management
  • Organise domestic and international travel, accommodation, and itineraries
  • Prepare agendas, meeting notes, and follow-up action items
  • Act as the primary administrative support for day-to-day executive activities
• Project Coordination & Workflow Management
  • Assist with managing projects using the firm's project management software
  • Monitor project progress and ensure deadlines are met
  • Develop and improve internal workflows and business processes
  • Create task lists, monitor outstanding actions, and follow up with team members
  • Maintain project documentation and process manuals
  • Identify opportunities to improve operational efficiency through better systems and processes
• Reporting & Business Dashboards
  • Prepare executive reports and business performance summaries
  • Build and maintain management dashboards
  • Compile operational and project data into meaningful reports
  • Assist with acquisition and business growth reporting
  • Present information in a clear and professional format for leadership review
  • Support data-driven decision-making across the business
• Business Administration
  • Prepare business documentation, presentations, and reports
  • Maintain organised digital filing systems and documentation
  • Coordinate internal communications and administrative activities
  • Assist with event planning and business initiatives where required
  • Support ad hoc operational and administrative projects
• Continuous Improvement
  • Review existing administrative processes and recommend improvements
  • Assist with implementing new systems and technologies
  • Develop Standard Operating Procedures (SOPs) and process documentation
  • Leverage technology and AI tools to improve productivity and streamline administrative tasks
  • Support the ongoing growth and scalability of the business

Qualifications

• Previous experience as an Executive Assistant, Personal Assistant, or Senior Administrative Coordinator
• Exceptional organisational and time management skills
• Excellent written and verbal English communication
• Strong experience managing executive calendars and email inboxes
• Advanced Microsoft Office skills, particularly Excel and PowerPoint
• Experience preparing executive reports and business dashboards
• Confident using project management software
• Strong attention to detail and ability to manage multiple priorities
• High level of professionalism, discretion, and confidentiality
• Ability to work independently and anticipate business needs

Desirable

• Previous experience supporting business owners or senior executives
• Experience within a professional services or accounting environment
• Experience creating reporting dashboards and executive presentations
• Exposure to workflow automation and process improvement initiatives
• Experience using AI tools to improve productivity and business administration

Tools & Systems

• Microsoft 365
• Google Workspace
• Project management platforms (such as Asana, ClickUp, Monday.com or similar)
• Microsoft Excel
• Microsoft PowerPoint
• CRM and cloud-based business systems
• AI platforms including ChatGPT, Claude, and Microsoft Copilot