Business & Executive Administrator

About the Role

We are looking for a highly organized and proactive Business & Executive Administrator to become the operational backbone of a fast-growing transformation agency. This role is responsible for keeping day-to-day business operations running smoothly while supporting senior leadership across finance, administration, systems, client coordination, and business operations.

This is an excellent opportunity for someone who thrives in a dynamic environment, enjoys creating structure, and wants to grow from executing operational tasks into becoming a trusted right hand to leadership. You'll play a key role in improving processes, protecting leadership time, and ensuring nothing falls through the cracks.

Ideal Profile

Experience & Background

• Experience in administration, executive support, operations, office administration, or sales support.
• Exposure to invoicing, bookkeeping, or financial administration.
• Experience working with cloud-based business systems and shared inboxes.
• Comfortable supporting multiple stakeholders and managing competing priorities.

Technical Skills

• Experience with Xero or similar accounting software is highly regarded.
• Familiarity with CRM platforms such as HubSpot and project management tools such as Jira is advantageous.
• Working knowledge of Microsoft 365, Google Workspace, Slack, and similar collaboration tools.
• Confidence maintaining business systems, user records, and generating reports.
• Comfortable using AI tools to improve productivity and streamline workflows.

Personal Attributes

• Exceptional written and verbal English communication skills.
• Highly organized with excellent attention to detail.
• Proactive, dependable, and able to work independently.
• Resourceful with strong problem-solving skills and sound judgement.
• Comfortable working in a fast-paced, growing business where priorities can evolve.
• Professional, discreet, and trustworthy when handling confidential information.
• Passionate about improving processes and creating repeatable systems.
• Eager to grow into a trusted business partner who proactively supports leadership.

Responsibilities

Executive Administration

• Manage shared inboxes by triaging communications, responding to routine enquiries, and escalating priority items.
• Coordinate calendars, meetings, invitations, and scheduling while preventing conflicts.
• Progressively take ownership of executive inbox management and routine correspondence.
• Coordinate travel arrangements, itineraries, and meeting logistics.
• Prepare polished business documents, presentations, and client-facing materials.

Finance & Business Operations

• Process supplier invoices and customer invoices using accounting systems.
• Maintain expense records, receipts, and supporting financial documentation.
• Perform account reconciliations and monitor outstanding invoices and payments.
• Coordinate contractor and internal payroll processes.
• Track recurring software subscriptions, licences, commissions, and business expenses.

Systems & Reporting

• Maintain business systems including CRM and project management platforms.
• Ensure records, pipelines, and business data remain accurate and up to date.
• Produce daily, weekly, utilisation, and project reports for leadership.
• Maintain a centralized project tracker across active business initiatives.
• Develop and continuously improve standard operating procedures and documentation.

Client, Supplier & Business Support

• Support quote preparation and maintain accurate CRM records.
• Communicate professionally with clients, suppliers, and external partners regarding updates, follow-ups, and coordination.
• Coordinate procurement activities, purchasing, branded merchandise, and client gifts.
• Liaise with external marketing partners to support ongoing campaigns.
• Assist in maintaining business collateral, capability statements, and LinkedIn content.

Leadership Support & Continuous Improvement

• Take ownership of operational follow-through across leadership initiatives.
• Coordinate tender and proposal submissions by gathering information and managing deadlines.
• Support onboarding activities and maintain operational playbooks.
• Identify opportunities to improve workflows through automation and better system utilization.
• Proactively anticipate leadership needs, protect executive time, and ensure projects continue moving forward without unnecessary follow-up.