Executive Assistant

About the Role

We are looking for a dependable and detail-oriented Executive Assistant to the Managing Director to support day-to-day business operations across HR, administration, bookkeeping, and sales support.

This role is ideal for someone who enjoys structure, ownership, and working closely with leadership to ensure the company runs smoothly.

You will be directly supporting the Managing Director and will be exposed to business decision-making, operations, and strategic planning.

1. HR Administration

• Draft job descriptions and coordinate recruitment processes
• Prepare offer letters and onboarding documentation
• Maintain employee records and HR documentation
• Support leave tracking and HR compliance matters

1. Administrative Operations

• Manage company documentation and contracts
• Coordinate meetings and follow-ups
• Support grant applications and government submissions (when required)
• Organize internal records and improve operational processes

1. Bookkeeping & Finance Support

• Prepare invoices and track payments
• Record expenses and maintain bookkeeping records
• Coordinate with external accountant for monthly reporting
• Support payroll and commission preparation

1. Sales & Proposal Support

• Assist in preparing sales proposals and quotations
• Format and organize presentation decks
• Follow up with clients on documentation
• Maintain CRM and client records

1. Business Support

• Assist the Managing Director with ad-hoc tasks
• Support operational improvements
• Help ensure deadlines are met across departments

• Minimum 1–2 years of relevant experience in admin, HR, finance, or operations
• Strong organizational and time management skills
• Good written and spoken English
• Comfortable handling confidential information
• Basic bookkeeping knowledge (e.g., Xero/QuickBooks or similar preferred)
• Proficient in Google Workspace (Docs, Sheets, Drive)
• Detail-oriented and structured
• Able to work independently and take initiative

• Experience working in SME or startup environment
• Experience supporting senior management
• Familiar with accounting and financial concept
• Experience preparing documentation