Role Purpose
To act as the Business Director’s execution arm — ensuring meetings, actions, reporting, follow-ups, and cross-team coordination run with discipline. This role is designed to bring structure, speed, and visibility to business operations and leadership workflows.
Core Outcomes (what success looks like)
- Zero “lost” actions: every discussion becomes a task, owner, deadline, and follow-up.
- Meetings are structured, documented, and archived correctly (minutes + action list).
- Leadership reports are consistent and on-time (weekly + monthly).
- Coordination between departments is proactive — not last-minute firefighting.
Key Responsibilities
1) Calendar, Meetings, and Minutes
- Own the Business Director’s calendar: scheduling, confirmations, reminders, logistics.
- Prepare agendas and pre-reads before meetings.
- Record minutes and action items during meetings (B2B/B2C/HOD/Project calls).
- Send minutes within 24 hours and ensure tasks are assigned with deadlines.
2) Task Management + Execution Discipline (ClickUp / trackers)
- Convert actions into ClickUp tasks (or approved tracker) with owners/dates.
- Chase closures, flag overdue items, and produce weekly progress snapshots.
- Maintain a “Decision Log” + “Blockers Log” for leadership visibility.
3) Reporting & Visibility (Weekly / Monthly)
- Compile weekly management update packs across departments (short, factual).
- Prepare monthly roll-ups: departmental progress, KPIs, risks, and next steps.
- Maintain a central folder structure for minutes, reports, and project documents.
4) Cross-Department Coordination
- Coordinate follow-ups with IT, Finance, HR, Sales, Contracting, Marketing, Ops.
- Ensure escalations are routed correctly (not stuck in chats or emails).
- Track deliverables from vendors/partners and keep timelines visible.
5) Admin + Confidential Support
- Draft and format emails, internal memos, meeting briefs, and summaries.
- Handle sensitive information with discretion and professionalism.
KPIs (simple and measurable)
- % meeting minutes sent within 24 hours (Target: 95%+)
- % action items logged with owner + due date (Target: 100%)
- % overdue tasks reduced month-on-month (Target: improving trend)
- Weekly report delivery on time (Target: 100%)
- Folder/document hygiene compliance (Target: 100%)
Required Skills & Experience
- 2–5 years as EA / Coordinator / Project Admin / Operations support.
- Strong written English (clear, concise, business tone).
- Excellent follow-up discipline — comfortable chasing senior staff politely but firmly.
- High attention to detail; fast, structured thinker.
- Strong MS Office / Google Workspace (Excel/Sheets, Docs, Slides).
- Comfortable with Teams/SharePoint and task tools (ClickUp preferred).
Preferred
- Experience in travel/hospitality or fast-paced service businesses.
Basic reporting competence (dashboards, trackers, summaries).
