Office Assistant / Executive Assistant

About the Role

We are looking for a proactive and organized Office Assistant / Executive Assistant who can support management in coordinating day-to-day activities, following up on action items, and ensuring that important tasks are completed on time.

The ideal candidate should be comfortable coordinating with internal teams, clients, vendors, partners, and other external stakeholders. This role requires someone who is highly organized, persistent with follow-ups, good at communication, and capable of keeping track of multiple activities simultaneously.

This is a coordination and execution-focused role. The person should not wait for instructions for every activity but should take ownership of follow-ups and ensure closure.

Key Responsibilities

1. Management Support

• Assist management with day-to-day administrative and coordination activities.
• Maintain a list of important tasks, commitments, and follow-ups.
• Follow up with relevant people to ensure tasks are completed within agreed timelines.
• Prepare daily/weekly status updates for management.
• Help schedule meetings, calls, appointments, and internal discussions.
• Prepare meeting agendas, capture action items, and follow up on pending items.

2. Internal Coordination

• Coordinate with HR, Finance, Sales, Delivery, Marketing, IT, and other internal teams.
• Follow up on pending approvals, documents, reports, payments, deliverables, and other activities.
• Maintain an action tracker and regularly update task status.
• Identify delayed or pending activities and escalate them to management when required.
• Ensure commitments made by different teams are tracked through completion.

3. External Stakeholder Coordination

• Coordinate with clients, vendors, consultants, partners, service providers, and other external stakeholders.
• Follow up on documents, proposals, invoices, payments, appointments, meetings, and other pending activities.
• Communicate professionally through email, phone, WhatsApp, and other communication channels.
• Maintain proper records of important communications and commitments.

4. Follow-up & Task Management

• Maintain a centralized Pending / Follow-up / Action Items tracker.
• Review pending items regularly and proactively follow up with responsible persons.
• Track deadlines and remind stakeholders before due dates.
• Ensure that tasks are not simply followed up on but are closed and documented.
• Escalate critical delays or unresolved issues to management.

5. Office Administration

• Support general office administration and coordination.
• Coordinate with office vendors, maintenance providers, courier services, and other service providers.
• Assist with travel arrangements, meeting arrangements, and other management requirements when needed.
• Maintain important administrative records and documents.
• Support organizing company meetings, events, training sessions, and other activities.

Key Skills & Competencies

• Excellent follow-up and coordination skills.
• Strong verbal and written communication.
• Good organizational and time-management skills.
• Ability to manage multiple tasks simultaneously.
• Strong attention to detail.
• Ability to work with senior management and different levels of employees.
• Professional and confident when communicating with external stakeholders.
• Good problem-solving and escalation skills.
• Ability to work independently and take ownership.
• Persistent and disciplined in following up until closure.
• Good working knowledge of MS Office / Google Workspace, Excel/Google Sheets, Email, Teams/Zoom, and WhatsApp.
• Ability to maintain trackers, reports, and action-item lists.

Ideal Candidate

The ideal candidate is someone who:

• Remembers what needs to be done and follows up without being reminded.
• Is comfortable calling or messaging people to get updates.
• Can manage multiple follow-ups without losing track.
• Takes ownership of pending activities.
• Can distinguish between routine and critical matters.
• Communicates professionally with senior management, employees, clients, and vendors.
• Is proactive rather than waiting for instructions.
• Has a strong sense of urgency and responsibility.
• Can maintain confidentiality when handling management-related information.

Key Performance Indicators (KPIs)

• Timely completion of assigned management tasks.
• Percentage of follow-ups closed within agreed timelines.
• Accuracy and regularity of action-item trackers.
• Timeliness of reminders and escalations.
• Quality of internal and external coordination.
• Reduction in overdue/pending activities.
• Responsiveness and communication effectiveness.

Education & Experience

• Graduate in any discipline.
• 15 years of experience in Executive Assistant, Office Administration, Coordinator, Personal Assistant, Operations Coordinator, or similar roles.
• Experience working with senior management is preferred.
• Experience in an IT services, consulting, or professional services organization is an advantage.

What We Are Looking For

Ownership | Follow-through | Communication | Organization |

Proactiveness | Attention to Detail | Execution

The most important quality for this role is the ability to take a task, track it, follow up with the right people, identify delays, escalate when required, and ensure it gets completed.