Executive Assistant & Operations Coordinator

About the role

We are looking for a proactive Executive Assistant & Operations Coordinator to support the CEO of Vhabily Access Global. The role combines high‑level administrative assistance with coordination of daily operations and project execution.

Key responsibilities

• Support the CEO with daily planning, scheduling, priorities and follow‑ups.
• Execute tasks assigned by the CEO, including research, administrative work, coordination and special projects.
• Organise and plan business activities, meetings, webinars and projects for the CEO.
• Coordinate with team members, track assigned tasks and ensure deadlines are met.
• Act as the communication link between the CEO and the rest of the team.
• Assist with content planning, recording schedules and coordination with the content manager and video editor.
• Prepare documents, reports, presentations, meeting notes, emails and other materials for the CEO.
• Conduct research, gather information and present findings clearly when requested.
• Handle follow‑ups with clients, vendors, partners or other external contacts as delegated.
• Organise and maintain important business documents, files, schedules and information.
• Help maintain and improve company SOPs, workflows and internal processes.
• Monitor ongoing projects and flag delays, challenges or decisions requiring the CEO’s attention.
• Support the planning and execution of new initiatives, campaigns, launches and other business projects.
• Identify tasks that can be delegated, automated or improved and ensure they are properly handled.
• Take ownership of assigned responsibilities and see them through to completion.

Required profile

• Highly organized with strong follow‑through.
• Proactive and able to anticipate needs.
• Excellent written and verbal communication skills.
• Comfortable coordinating people and following up on tasks.
• Strong research, problem‑solving and solution‑finding abilities.
• Tech‑savvy and quick to learn new tools and systems.
• Able to manage confidential information with discretion.
• Capable of working independently while handling competing priorities.
• Detail‑oriented without losing sight of the bigger picture.
• Reliable, resourceful and comfortable in a fast‑paced environment.