Back Office Executive Assistant

Job Summary

We are seeking a highly organized, trustworthy, and tech-savvy Executive Assistant to streamline both personal and administrative operations. In this role, you will act as the primary point of contact for household operations, digital management, and administrative tasks. The ideal candidate excels at managing domestic staff, handling computer-based workflows, and coordinating online procurement and logistics with exceptional detail and efficiency.

Key Responsibilities

1. Housekeeping & Vendor Management

• Staff Supervision: Oversee daily activities of housekeepers, cooks, maintenance crew, and external contractors.

• Scheduling & Roster: Create work schedules, track attendance, and ensure staff tasks are completed to high standards.

• Household Standards: Perform regular walkthroughs to maintain cleanliness, organization, and upkeep of the property.

• Maintenance & Repairs: Coordinate routine household servicing (e.g., HVAC, plumbing, garden, security systems) and resolve issues promptly.

2. Digital Operations & Administrative Support

• Computer Operations: Manage emails, schedule appointments, handle calendar coordination, and organize digital files/folders.

• Data Management: Maintain organized spreadsheets for household budgets, expenses, inventories, and contact lists.

• Document Preparation: Draft correspondence, summarize reports, prepare presentations, and manage digital documentation.

• Tech Troubleshooting: Assist with basic tech setups, smart home devices, software updates, and computer troubleshooting as needed.

3. Online Shopping & Procurement

• Order Management: Handle all online shopping for personal items, groceries, household supplies, gifts, and specialized orders across e-commerce platforms.

• Inventory Control: Monitor household supplies, pantry items, and equipment to ensure timely reordering before stock runs low.

• Returns & Refunds: Track delivery status, manage package receipts, and handle returns, replacements, or customer service inquiries efficiently.

• Vendor Research: Compare prices, research product reviews, and find optimal deals/vendors for quality and cost efficiency.

Qualifications & Skills

• Experience: 2–4+ years of experience as an Executive Assistant, Personal Assistant, or Household Manager.

• Tech Proficiency: Fluent with computer operations including Microsoft Office (Excel, Word, PowerPoint), Google Workspace, email management, and digital calendar tools.

• E-Commerce Savvy: Advanced familiarity with online shopping platforms, tracking systems, and delivery logistics.

• Leadership & Communication: Strong verbal and written communication skills; confident in directing and managing support staff.

• Organization & Multitasking: Exceptional time management skills with the ability to prioritize tasks in a fast-paced environment.

• Discretion & Integrity: High degree of confidentiality and professionalism when handling personal data and household matters.

• It is a Full Time Back Office / Data Entry job for candidates with 2 - 3 years of experience.