Secretary / Executive Assistant

Role SummaryOwn the Founder's calendar, communication, and project follow-through. This is not a clerical role — you will sit at the centre of client delivery, chase deadlines across accounts, and make sure nothing between the Founder, the team, and clients falls through the cracks.

Key Responsibilities1. Calendar & Meeting Management

• Own the Founder's daily/weekly calendar; schedule, reschedule, and protect focus blocks
• Set up client calls, internal team meetings, and review meetings (Google Meet/Zoom + Google Calendar)
• Circulate agendas 24 hrs prior; capture minutes (MoM) and share within 4 hrs of every meeting
• Track action items from every meeting to closure with named owners and due dates

2. Project & Delivery Tracking

• Maintain a master tracker of all live client accounts — deliverables, owners, deadlines, status
• Run daily stand-up follow-ups with the delivery team; flag slippage to the Founder same-day
• Coordinate between performance marketing, creative, and tele-sales pods so handoffs don't stall
• Chase pending inputs from clients (creatives, approvals, data, budgets)

3. Client Coordination

• First point of contact for routine client communication; escalate only what needs the Founder
• Manage proposal/pitch-deck timelines — collate inputs, format, and get them out on schedule
• Track monthly reporting cycles per account and ensure reports go out on time

4. Documentation & Reporting

• Prepare and format proposals, SOWs, decks, and monthly performance reports
• Maintain organised Google Drive structure for all clients, contracts, and invoices
• Assist with proforma invoices, billing follow-ups, and payment tracking

5. Team & Admin Operations

• Coordinate hiring interviews, onboarding, and attendance/leave tracking
• Manage vendor coordination, travel, and expense reconciliation
• Maintain confidentiality on all client, commercial, and internal matters