Secretary To Director / Personal Assistant

About Nap Chief

Executive Assistant (EA)

Role Summary

right hand

Key Responsibilities

1. Follow-ups & Execution Across Departments

• Track key deliverables and ensure completion across teams (Marketing, Growth, Social Media, Customer Support, HR, etc.).
• Follow up rigorously with department heads to ensure deadlines are met.
• Maintain a

  Delegation & Follow-up Sheet

  to track progress and bottlenecks.
• Handle escalations and keep the founder informed.

2. Calendar & Task Management

• Manage and organize the founders schedule, meetings, and daily priorities.
• Ensure all commitments, appointments, and follow-ups are met on time.
• Act as a

  gatekeeper

  , prioritizing urgent matters and filtering non-essential tasks.

3. Communication & Reporting

• Serve as a

  liaison

  between the founder and different teams.
• Draft and manage emails, reports, presentations, and meeting notes.
• Consolidate updates from various departments and provide structured summaries.
• Organize weekly/monthly review meetings with clear agendas and action points.

4. Research & Strategy Support

• Conduct research on business expansion, competitor analysis, and market trends.
• Prepare briefing materials, reports, and executive summaries for decision-making.
• Assist in drafting strategy documents and presentations.

5. Office Administration & Personal Assistance

• Oversee office coordination and support operational tasks.
• Arrange travel bookings, appointments, and vendor management.
• Handle

  personal tasks

  such as scheduling, household coordination, and other administrative support.

Key Skills & Requirements

• Outstanding Follow-up Skills

  This is the most critical skill.

• Proficiency in MS Office

  Strong skills in Excel, Word, and Google Suite. Experience with tools like Asana, Notion, or Trello is a plus.

• Strong Communication Skills

  – Excellent written and verbal English.

• Highly Organized & Detail-Oriented

  – Ability to manage multiple priorities effectively.

• Tech-Savvy

  – Quick learner with good online research skills.

• Problem-Solving Mindset

  – Ability to take charge and resolve challenges proactively.

• Trustworthy & Reliable

  – Capable of handling confidential information with discretion.

Preferred Candidate Profile

• Experience:

  3-5 years as an EA, PA, or Office Coordinator, preferably in a fast-paced startup or e-commerce environment.

• Background in E-commerce or Digital-first Businesses

  is a plus.

• Highly proactive, self-motivated, and comfortable managing multiple stakeholders.

• Ability to work independently and take ownership of responsibilities.