Job Summary

The Executive Assistant provides high-level administrative, operational, financial, and coordination support directly to the Managing Director. The role serves as the key liaison among the Managing Director, employees, customers, suppliers, and other stakeholders. The Executive Assistant supports production activities, customer orders, accounting transactions, inventory, suppliers, and internal administration.

Duties and Responsibilities

• Provide comprehensive administrative and operational support to the Managing Director, ensuring daily activities, instructions, and business priorities are effectively managed.
• Maintain a system for tracking executive instructions, assigned tasks, deadlines, and outstanding matters, ensuring timely completion without repeated reminders.
• Coordinate the Managing Director’s schedule, meetings, appointments, correspondence, and other executive commitments.
• Prepare, review, and manage professional correspondence, reports, memoranda, emails, and other business documents on behalf of the Managing Director.
• Liaise with employees, supervisors, customers, suppliers, and other stakeholders to facilitate effective communication and timely resolution of matters.
• Monitor assigned tasks and operational activities, proactively following up on delays, identifying challenges, and escalating unresolved issues to the Managing Director.
• Process customer orders, verify supporting documentation, and ensure accurate information is entered and maintained in the production management system.
• Monitor customer orders, and delivery deadlines, coordinating with relevant departments to ensure timely completion and resolution of outstanding issues.
• Record transactions in the accounting software, manage receivables and payables, follow up on outstanding payments, and perform account reconciliations.
• Maintain inventory records, monitor stock levels, coordinate purchases, manage suppliers, and oversee courier collections and deliveries.
• Prepare financial, operational, inventory, and executive reports, maintain accurate records, and ensure timely completion of assigned tasks.

Education and Experience

• Bachelor’s Degree or Diploma in Business Administration, Management, Accounting, Finance, or related discipline, or equivalent qualifications and experience.
• Minimum three (3) years’ relevant experience in executive assistance, senior management support, office administration, or operations coordination.
• Proven direct support to a senior manager or executive, including independent task management and deadline follow-through.
• Experience preparing professional correspondence, management reports, and administrative documents.
• Working knowledge of receivables, payables, reconciliations, and invoice processing.
• Inventory, purchasing, or production administration experience is an asset.
• Xero experience is an asset; proficiency in Word, Excel, Outlook preferred.

Additional Requirements

• Ability to work independently with minimal supervision.
• Ability to work occasional overtime where business demands require.
• Ability to manage multiple deadlines.
• Professionalism, integrity, dependability, initiative, and personal accountability.
• Commitment to continuous improvement and operational efficiency.