Back Office Executive Assistant

Executive Assistant & Admin Manager

About the Role

We are looking for a proactive, dependable, and people-oriented Executive Assistant & Admin Manager who can take ownership of day-to-day responsibilities and help keep things organised and moving efficiently.

This role is ideal for someone who is resourceful, energetic, confident, and solution-oriented — someone who can understand what needs to be done and figure out how to get it done without needing step-by-step instructions.

You will work closely with the management and will be expected to handle administrative responsibilities, coordinate with people, follow up on tasks, and ensure that things get completed on time.

Key Responsibilities

• Manage day-to-day administrative and coordination activities.

• Assist the management with scheduling, follow-ups, communication, and organisation.

• Coordinate with clients, vendors, staff, service providers, and other people as required.

• Follow up on pending tasks and ensure commitments are completed.

• Maintain basic records, documents, and spreadsheets.

• Use Excel and other basic computer applications for routine administrative work.

• Handle calls, messages, enquiries, and communication professionally.

• Help organise meetings, appointments, events, and other activities.

• Track important tasks, deadlines, payments, requirements, and follow-ups.

• Take responsibility for getting things done rather than simply passing on instructions.

• Identify problems and independently look for practical solutions.

• Support management with miscellaneous tasks and projects as they arise.

• Maintain confidentiality and professionalism while handling work-related information.

What We Are Looking For

The most important requirement is attitude and ability, not formal qualifications.

We are looking for someone who:

• Is highly proactive and takes ownership.

• Has good common sense and a practical approach to solving problems.

• Is comfortable figuring things out independently.

• Does not wait for instructions for every small task.

• Is confident communicating and interacting with different kinds of people.

• Enjoys talking to people and building relationships.

• Is energetic, dependable, and responsible.

• Can multitask and prioritise what needs attention.

• Is willing to learn new things quickly.

• Has basic Excel and computer skills.

• Has a working knowledge of English sufficient for day-to-day communication.

• Is comfortable using WhatsApp, email, spreadsheets, and basic online tools.

• Is interested in fitness, health, and an active lifestyle.

Qualification & Experience

• Formal educational qualifications are not a barrier.

• Practical ability, attitude, communication, and willingness to learn are more important.

• Previous experience in administration, executive assistance, coordination, customer interaction, or a similar role is an advantage but not mandatory.

• Candidates who can demonstrate strong organisational skills and a “figure it out and get it done” mindset are encouraged to apply.

Ideal Candidate

The ideal candidate is someone who can be given a requirement such as:

“This needs to be done.”

…and will take responsibility for understanding the requirement, finding the right way to accomplish it, following up with the relevant people, and making sure it gets done.

We are looking for a doer, not someone who needs constant supervision.

Preferred Candidate Profile

• Women candidates preferred.

• Fitness enthusiasts preferred.

• People who naturally enjoy interacting with others are especially encouraged to apply.

• Experience is helpful, but the right attitude and initiative matter more than years of experience.

Key Qualities

Ownership | Initiative | Resourcefulness | Communication | Organisation | Reliability | Common Sense | People Skills | Problem Solving | Willingness to Learn

What Success Looks Like

Success in this role means the management can rely on you to:

• Keep track of what needs to be done.

• Follow through without repeated reminders.

• Communicate effectively with people.

• Solve routine problems independently.

• Keep administrative work organised.

• Spot what needs attention before being asked.

• Take responsibility for outcomes, not just individual tasks.

• It is a Both Back Office / Data Entry job for candidates with 0 - 6+ years Experience.