Executive Secretary

Executive Assistant

Location: Remote
Working Hours: Monday to Friday, 8:00 AM – 4:00 PM IST
Employment Type: Full-Time
Experience Required: 2–4 Years

About Us

Sugar Rush is a global, remote-first digital media agency headquartered in Bali, helping brands grow through digital strategy, content, SEO, paid media, creative design, and production. Alongside Sugar Rush, you'll also support Raia Bali, working closely with our leadership and our Indonesia-based team to ensure our businesses operate efficiently every day.

We pride ourselves on being agile, collaborative, and process-driven while delivering exceptional experiences for our clients.

About the Role

We are looking for a highly organized and proactive Executive Assistant to become the operational backbone of our business. This is an exciting opportunity for someone who enjoys wearing multiple hats, solving problems, creating structure, and ensuring that nothing falls through the cracks.

You will work directly with leadership to streamline operations, coordinate teams across India and Indonesia, and build scalable systems as our company continues to grow. If you enjoy creating processes, staying organized, and helping businesses operate efficiently, we'd love to hear from you.

Key Responsibilities

• Operations & Administration

• Develop, document, and improve company SOPs and internal processes.

• Organize and maintain company documentation and digital filing systems.

• Identify opportunities to improve operational efficiency and workflows.

• Support day-to-day business operations across multiple departments.
  

Executive & Team Coordination

• Manage calendars, meetings, and scheduling for leadership.

• Send meeting invitations, prepare agendas, and coordinate follow-ups.

• Track team deliverables and proactively follow up on pending tasks.

• Coordinate projects, including filming schedules, client shoots, and production logistics.

• Work closely with remote team members in India and Indonesia.
  

Customer Support

• Respond to customer emails and enquiries professionally.

• Ensure timely communication with clients and internal stakeholders.

• Help maintain a high standard of customer experience.
  

Human Resources

• Coordinate recruitment, interviews, and onboarding.

• Prepare employment contracts and maintain employee records.

• Manage leave requests and attendance records.

• Coordinate payroll, staffing, payslips, and employee documentation.
  

Finance Administration

• Process invoices and vendor payments.

• Maintain payment trackers and financial records.

• Assist with balance sheets, reconciliations, and bookkeeping support.

• Organize bank statements and financial documentation.

• Work alongside external accountants where required.
  

Requirements

• 2–4 years of experience in Operations, Business Administration, Executive Assistance, HR, Project Coordination, or a similar role.

• Experience managing multiple administrative and operational functions.

• Strong proficiency with Google Workspace (Docs, Sheets, Calendar, and Drive).

• Comfortable using project management tools such as ClickUp, Asana, Trello, or similar.

• Experience with payroll, recruitment, and basic finance administration is highly desirable.

• Hands-on experience with online money transfers and digital payment platforms.

• Experience using Claude AI automation to build, run, and streamline workflows is required.

• Ability to work independently in a fully remote environment.
  

What We're Looking For

• Highly organized, detail-oriented, and reliable.

• Comfortable managing multiple priorities simultaneously.

• Proactive and able to take ownership with minimal supervision.

• Excellent written and verbal English communication skills.

• Confident coordinating with remote teams across different countries.

• Process-driven with strong documentation skills.

• Tech-savvy and quick to learn new tools and systems.
  

What We Offer

• Fully remote position.

• Opportunity to work with an international team across India and Bali.

• A chance to build systems and make a meaningful impact.

• A collaborative, fast-paced, and supportive work environment.

• Significant ownership and opportunities for professional growth.
  

Working Hours

Monday to Friday, 8:00 AM – 4:00 PM IST.

This role requires regular collaboration with our Indonesia-based team, so availability during these hours is essential.

Why Join Us?

At Sugar Rush & Raia Bali, you'll be more than an employee—you'll play a key role in building the operational foundation of a growing international business. If you're passionate about organization, enjoy bringing structure to fast-moving teams, and love making things happen behind the scenes, we'd love to hear from you.

• It is a Full Time Recruiter / HR / Admin job for candidates with 2 - 5 years of experience.