Role: Senior Executive Assistant
Work Setup: On-site for the first 3 months only; Hybrid after 3 months
Role Overview
We're looking for a highly organised and proactive Executive Assistant to manage day-to-day logistics, customer communication, and trip delivery. You'll play a central role in ensuring every trip runs smoothly, from planning and supplier coordination to finance and customer care, while keeping communication flowing efficiently across our global team.
Key Responsibilities
- Inbox Management: Monitor and manage the CEO's and email inboxes, responding promptly and professionally to clients, suppliers, and partners.
- Trip Quality Oversight: Double-check all bookings (hotels, transfers, and activities) to ensure accuracy, timeliness, and excellence for every traveler.
- Customer Communication: Handle traveler correspondence, follow-up messages, and logistics updates with warmth and clarity.
- WhatsApp Support: Manage the company's WhatsApp channels, ensuring fast, friendly, and solutions-focused communication with customers before and during travel.
- Team Coordination: Support and oversee the logistics team, ensuring tasks are completed accurately and on schedule.
- Trip Lifecycle Management: Coordinate each trip's operational flow—from initial booking and supplier payments to final document delivery and post-trip feedback.
- Finance Assistance: Assist with tracking payments, reconciling supplier invoices, and maintaining budget and payment records for each trip.
- Executive Support: Provide general administrative support to the CEO, including scheduling, reporting, and project coordination.
Skills & Experience
- 3+ years in administration, executive support, preferably with travel operations experience.
- Exceptional English communication skills (written and verbal.
- Strong organisational and follow-up skills with close attention to detail.
- Experience managing multiple inboxes, customer messages, or CRM systems.
- Proficiency with Google Workspace suite, Google Docs/Word, HubSpot, and project management software such as Monday.com.
- Expert-level knowledge of Google Sheets/Excel.
- Positive attitude, flexible mindset, and eagerness to work in a fast-paced, purpose-driven environment.
