Executive Assistant & Venture Coordinator
Objective:
To provide trusted executive, administrative, operational, and venture coordination support to the Managing Director, ensuring effective execution, accountability, communication, and organizational efficiency across the business. The role requires a highly organized, proactive, and discreet individual capable of managing multiple priorities while maintaining strict confidentiality and delivering consistent operational follow-through.
Responsibilities:
Manage the Managing Director's calendar, appointments, meetings, reminders, daily priorities, and personal commitments.
Maintain follow-up trackers and ensure timely follow-up on staff, clients, suppliers, contractors, tenants, and business matters.
Monitor emails, flag urgent matters, draft responses, organize communications, and track outstanding actions.
Schedule and coordinate meetings, ensuring proper preparation, context, agendas, and follow-up actions.
Attend selected meetings, take notes, document decisions, track deadlines, and follow up on assigned tasks.
Track instructions, projects, approvals, quotations, invoices, purchase requests, and key operational activities across the business.
Support coordination across multiple ventures by organizing, tracking, reminding, and reporting on ongoing activities.
Capture ideas, convert them into action items, maintain decision records, and prepare summaries to support decision-making.
Organize, maintain, and track contracts, agreements, records, renewals, submissions, and other important documents.
Drive to meetings, suppliers, client locations, properties, government offices, and other business-related engagements as required.
Requirements:
Minimum 3–5 years' experience supporting business owner or executives
Diploma or degree in Business Administration, Management, Communications, or a related field is preferred.
Valid driver's license required.
Strong organizational, administrative, and follow-up management skills.
Excellent written and verbal communication skills.
Strong computer proficiency, including email, calendars, Microsoft Office, spreadsheets, WhatsApp, and cloud storage.
Ability to handle confidential information and sensitive business and personal matters with discretion.
Comfortable working in a fast-paced SME environment and managing multiple priorities.
Ability to work flexible hours, including evenings and weekends when required.
Experience supporting founders, managing directors, or multi-business operations, with exposure to project tracking, dashboards, and meeting coordination considered an asset.