Admin Officer and EA

Position Title:

Reports To:

Employment Type:

Location:

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.