Executive Assistant

The Business Operations & Executive Assistant is responsible for supporting management in project coordination, vendor management, documentation control, budget administration, policy implementation, and cross-department communication. The role acts as the central coordinator between Business Development’s Team, Product, Operations, Finance, and external partners to ensure projects are delivered efficiently and internal processes are properly documented and followed.

Responsibilities

1. Executive & Administrative Support

· Manage executive calendars, meetings, and follow-ups.

· Prepare meeting agendas and meeting minutes.

· Track action items and ensure timely completion.

· Assist in preparing management reports and presentations.

2. Project Coordination

· Monitor project timelines and milestones.

· Coordinate requirements between BD, Product, Development, Operations, and Finance.

· Follow up on pending approvals and deliverables.

· Maintain project trackers and status reports.

3. Vendor & Partner Management

· Coordinate communication with vendors and service providers.

· Track contract status and renewal dates.

· Organize vendor documentation and commercial proposals.

· Follow up on implementation and onboarding activities.

4. Documentation & SOP Management

· Draft and maintain SOPs, workflows, and internal policies.

· Maintain version control of company documents.

· Ensure documentation is complete and properly approved.

· Organize company knowledge repositories.

5. Budget & Financial Administration

· Consolidate departmental budget submissions.

· Monitor budget utilization and liquidation deadlines.

· Track payment requests and invoice status.

· Assist Finance with reconciliation and supporting documentation.

6. Compliance & Internal Controls

· Maintain approval records and audit trails.

· Track corrective actions from audits and investigations.

· Ensure required approvals are obtained before implementation.

· Support compliance documentation and reporting.

7. Post-Go-Live Monitoring Coordination

· Coordinate monitoring activities after project launch.

· Collect reports from Operations, Finance, and BD.

· Prepare Post-Go-Live Review Reports.

· Escalate issues to management when necessary.

Job Requirements

· Bachelor’s Degree in Business Administration, Management, Finance, or related field.

· 2–5 years experience in project coordination, executive assistance, operations, or administration.

· Strong proficiency in Excel, Google Workspace, and presentation software, Lark.

· Excellent written and verbal communication skills.

· Strong organizational and follow-up skills.

· Experience working with multiple departments simultaneously.

· Ability to handle confidential information professionally.