Job Title

Position Title:Admin Officer & Executive Assistant Reports To:COO / Director Employment Type:Full-time Location:Remote Job Summary: The Executive Assistant & Operations Coordinator plays a key role in supporting the executive leadership and ensuring smooth day-to-day operations of the organisation. This multifaceted role involves diary and calendar management, accounts reconciliation, HR administration, invoicing, social media coordination, and general operational support. Key Responsibilities:Executive Support Manage and coordinate the calendar, appointments, travel arrangements, and meetings for the Director/COO. Prepare meeting agendas, take minutes, and follow up on action items. Handle confidential documents and information with discretion. Operations & Administration Maintain and improve internal SOPs and operational workflows. Provide general administrative support including file management, document preparation, and correspondence. Coordinate office supplies, tech setup, and day-to-day operational logistics. Accounts & Finance Support Reconcile bank statements, invoices, and expenses on a monthly basis. Liaise with the accounts team/bookkeeper to ensure timely payments and records. Track client billing and assist in generating invoices and payment reminders. Appointments & Diary Management Schedule internal and external appointments and manage reminders for team members. Coordinate availability across multiple time zones and manage scheduling conflicts efficiently. HR Administration Maintain and update HR records, contracts, onboarding/offboarding checklists. Assist in developing and communicating HR policies and ensure compliance. Support recruitment coordination, reference checks, and new hire onboarding. Social Media & Digital Presence Manage and schedule social media content across platforms like LinkedIn, Instagram, and Facebook. Coordinate with graphic designers or use Canva to create branded posts. Monitor engagement and support marketing initiatives as required. Qualifications & Experience: 3+ years of experience in an EA, operations, or administrative role. Basic knowledge of bookkeeping or working with Xero/QuickBooks (or similar). Experience managing calendars and professional communication. Familiarity with HR policies, onboarding procedures, and confidentiality practices. Proficiency with Microsoft Office Suite, Google Workspace, and calendar tools. Social media scheduling tools (Buffer, Hootsuite, Later, or Canva). Key Skills: Exceptional organisational and multitasking abilities. Strong attention to detail and accuracy. Excellent written and verbal communication. Discretion, professionalism, and reliability. Proactive problem-solving approach and ability to work independently.