Executive Administrative Assistant

Executive Administrative Assistant

We are seeking a highly organized and detail-oriented Operations and Administrative Coordinator to support daily business operations and communication workflows. The role primarily focuses on managing emails, maintaining records, coordinating with internal teams, and ensuring smooth execution of operational tasks. This position requires someone who can handle multiple priorities, stay organized in a fast-paced environment, and proactively support both operations and client communication.

Role and Responsibilities

Core Responsibilities (Initial Phase):

• Monitor and manage emails, client communications, and internal channels (including chats and Zingle)
• Assist in drafting, reviewing, and responding to emails
• Perform data entry and maintain accurate records across systems
• Schedule messages, reminders, and follow-ups, ensuring timely confirmations
• Support staffing managers with event-day logistics (check-ins and check-outs)
• Prepare and send client quotes using existing workflows and tools
• Schedule and manage follow-up communications with clients
• Draft and prepare contracts as required
• Work extensively with Zoho One (especially Books and CRM) to manage and streamline operations

Secondary Responsibilities (Growth Phase):

• Support sales pipeline management and client follow-ups
• Handle advanced CRM and contract management tasks
• Provide broader administrative and executive support
• Assist with basic marketing tasks and process documentation
• Identify opportunities to improve workflows and operational efficiency

Qualifications and Requirements

• Bachelor's degree in Business Administration, Management, or a related field (preferred)
• 13 years of experience in operations, administration, or a similar role
• Strong written and verbal communication skills
• Experience with CRM systems, preferably Zoho One (Books & CRM)
• Excellent organizational and multitasking abilities