As an Executive Virtual Assistant, you will be the right hand of the CEO, ensuring seamless business operations, managing key relationships, and keeping the team aligned. You will also assist with administrative tasks to help ease the CEO’s workload, ensuring efficiency across all areas of the business. This role requires adaptability, as no two days will be the same. You will need to work independently when required, assist other team members, and liaise with outsourced service providers such as HR, accounting, and suppliers. Below are your key responsibilities:
1. Executive & Administrative Support
• Manage the CEO’s inbox, filtering emails, drafting responses, and prioritising important messages.
• Schedule and coordinate meetings, calls, and appointments, ensuring efficient time management.
• Handle calendar management, reminders, and follow-ups to keep everything on track.
• Take meeting minutes, summarise action points, and ensure follow-ups are executed.
• Assist with general administrative tasks to support the CEO with workload management.
2. Supplier & Vendor Management
• Act as the main point of contact for suppliers and vendors.
• Negotiate contracts and pricing, ensuring cost-effectiveness.
• Ensure timely communication and follow-ups with suppliers regarding orders, shipments, and outstanding issues.
• Handle product sourcing, supplier agreements, and quality control checks.
3. Operations & Team Coordination
• Ensure all teams (logistics, showroom, customer service, etc.) are aligned and on track with their tasks.
• Act as a liaison between departments, ensuring smooth communication and project execution.
• Assist in hiring, onboarding, and coordinating freelancers or external contractors when needed.
• Support the rest of the team with ad hoc administrative tasks when required.
4. Logistics & Order Management Support
• Oversee shipping timelines, supplier deliveries, and inventory updates.
• Assist in resolving logistical or supply chain challenges.
• Ensure customer orders and supplier deliveries are handled smoothly and efficiently.
5. Business Development, Research & External Support Coordination
• Conduct research on potential suppliers, new product lines, industry trends, and competitors.
• Identify opportunities for operational improvements and cost savings.
• Assist in drafting contracts, agreements, and business documents.
• Coordinate with outsourced service providers such as HR, accounting, legal, and other external consultants.
Biggest Pain Points & Why We Need You
Our biggest challenges include:
• Managing the CEO’s workload and ensuring smooth operations across all departments.
• Keeping everything organised and running efficiently while the CEO focuses on strategic growth.
• Ensuring supplier relationships and logistics run seamlessly without delays.
• Coordinating multiple teams, external service providers, and projects while maintaining efficiency.
• Being able to take charge and work independently when required, solving problems proactively.