Manage a high-volume inbox, prioritising and summarising key actions
Own a fast-moving calendar with frequent changes and competing priorities
Proactively protect the Directors time and manage scheduling conflicts
Attend project kick-offs, take structured notes, and convert discussions into ClickUp task boards
Track project progress across multiple teams and subsidiaries
Follow up on deliverables, flag risks, and ensure accountability
Capture clear, structured meeting notes and action items
Produce summaries for team visibility
Support creation of scope-of-work documentation before project initiation
Own recurring operational tasks currently performed by technical staff (e.g. weekly report extraction across multiple entities in QuickBooks)
Support CRM and data-related administrative tasks (e.g. HubSpot updates and reporting)
Continuously identify and absorb repetitive workload from the BI team
Learn and take ownership of new tools as required
Work across multiple platforms and troubleshoot independently where possible

Experience working in technology or similarly fast-paced technical environments is a strong advantage
Prior exposure to project coordination or project management type work (e.g. tracking deliverables, managing workflows, cross-team coordination)
Strong Excel skills (advanced formulas required
pivot tables advantageous)
Extremely organised with strong attention to detail
Comfortable in a fast-paced, high-volume environment
Strong communication skills and disciplined follow-through
Proactive and resourceful — able to work independently once briefed
Experience with ClickUp or similar tools advantageous
Familiarity with QuickBooks and/or CRM systems advantageous
High level of confidentiality and professionalism
Comfortable supporting technical teams in an operational capacity

Executive Assistant, Project Coordinator

Key skills