Executive Assistant to Founder

We are looking for a highly organised, proactive, and resourceful Executive Assistant to the Founder to support the day-to-day coordination, communication, and execution across multiple business entities.

This role goes beyond traditional administrative support. The Executive Assistant will act as a key coordination point for the Founder, helping to manage priorities, follow through on decisions, liaise with internal and external stakeholders, and ensure that important matters are handled efficiently.

The ideal candidate is someone who can think ahead, make sound decisions within agreed guidelines, and confidently coordinate across teams on behalf of the Founder.

• Manage the Founder's calendar, meetings, appointments, and key reminders.
• Prioritise incoming matters and identify what requires the Founder's attention versus what can be handled independently.
• Prepare meeting agendas, notes, action items, and follow-up summaries.
• Track pending matters and ensure follow-through until completion.
• Assist the Founder in managing personal and business priorities where required.

• Coordinate across multiple business entities, departments, brands, and external partners.
• Act as a communication bridge between the Founder and internal teams.
• Follow up with department heads, managers, vendors, agencies, landlords, consultants, and other stakeholders.
• Ensure timelines, decisions, and instructions are clearly communicated and executed.
• Help align teams when projects involve more than one company, brand, or function

• Make operational decisions within agreed boundaries on behalf of the Founder.
• Assess issues, gather relevant information, and recommend practical solutions.
• Escalate matters only when necessary, with clear context and proposed next steps.
• Anticipate potential delays, risks, or miscommunication and address them early.
• Support the Founder in keeping momentum across ongoing business priorities.

• Maintain a clear tracker of tasks, deadlines, owners, and follow-up status.
• Coordinate special projects, launches, events, meetings, renewals, documentation, or ad hoc business initiatives.
• Ensure key business projects are moving according to timeline.
• Prepare simple reports, summaries, and status updates for the Founder.
• Help organise workflows and improve internal processes where needed.

• Draft and review emails, letters, messages, meeting notes, and business documents.
• Handle confidential information with discretion and professionalism.
• Organise files, contracts, agreements, approvals, and important company records.
• Ensure communication is clear, timely, and properly documented.
• Represent the Founder's office professionally when dealing with internal and external parties.
  

• Assist with travel arrangements, bookings, claims, expenses, and logistics.
• Coordinate document signing, courier arrangements, bank matters, company secretarial matters, and other administrative requirements.
• Support basic finance, HR, legal, tenancy, licensing, or vendor coordination where required.
• Assist with office, retail, project, or event-related coordination as needed.

• Prior experience as an Executive Assistant, Personal Assistant, Founder's Office Executive, Operations Executive, or similar role.
• Experience supporting senior management, founders, directors, or business owners is preferred.
• Strong attention to detail
• Strong organisational and follow-up skills.
• Able to work independently and make sound judgment calls.
• Comfortable coordinating across multiple teams, entities, and external parties.
• Strong written and verbal communication skills.
• High level of discretion, confidentiality, and professionalism.
• Able to manage multiple priorities without losing attention to detail.
• Proficient in Google Workspace / Microsoft Office, calendar tools, spreadsheets, and task trackers.
• Comfortable in a fast-paced, founder-led business environment.
• Resourceful, calm under pressure, and solution-oriented.

• Strong sense of ownership and accountability.
• Able to connect the dots across different business matters.
• Not afraid to follow up, chase deadlines, or clarify unclear instructions.
• Understands when to act independently and when to escalate.
• Mature, trustworthy, and able to handle sensitive matters.
• Good business sense and practical decision-making ability.
• Able to support both strategic and operational matters.

This role will be empowered to coordinate directly with internal teams and external stakeholders on behalf of the Founder. The Executive Assistant is expected to make day-to-day operational decisions within agreed guidelines, follow up on execution, and ensure that matters progress without unnecessary delay.

The role requires someone who can act with initiative, professionalism, and good judgment while keeping the Founder updated on important matters.

The ideal candidate should be comfortable working in a dynamic environment where priorities may shift quickly. They should be able to stay organised, communicate clearly, and help bring structure to fast-moving business operations.