Executive Assistant

As an Executive Assistant at WAXIT, you will provide high-level administrative and operational support to our CEO and COO.
You will be responsible for managing schedules, coordinating meetings, handling communications and assisting with special projects.
The ideal candidate is detail-oriented and thrives in a fast-paced environment.
The candidate must be able to drive and work overtime as the demand / functions of the company require to meet deadlines and deliverables.KEY RESPONSIBILITIESCalendar & Schedule ManagementOrganise and maintain the Executive's schedule, including meetings, appointments, and travel arrangementsProactively prioritise and adjust schedules based on business needsAdministrative SupportPrepare reports, presentations, and documents for internal and external meetingsMaintain and organise confidential records and documentsConduct research and compile data for decision-makingNew franchisee / finance applications / new store pipelinesLease administration (landlords and shopping centres)Act as a key point of contact for internal and external stakeholdersDraft and manage professional correspondence, emails and business documentsScreen calls and manage inquiries with professionalismMeeting & Event CoordinationArrange and coordinate meetings, ensuring all necessary materials and logistics are preparedTake minutes, track action items and follow up as neededPlan and manage company events, conferences, and team gatheringsTravel & Expense ManagementArrange domestic and international travel, including flights, accommodations, and itinerariesProcess expense reports and ensure timely reimbursementsHeadStart (Salon Management Software)Liaison with their stakeholdersCoordination of wax recipesUpdating promotions and pricingProject & Office ManagementAssist in new store development projects and business initiatives to support company growthMaintain office systems, records, and supplies.
Including office maintenance and equipment –Support internal operations to enhance overall efficiencyPersonalAssist with personal chores / collections / entertainment / giftingInvoicing & other administration :Franchise fee invoicingCredit notesFranchise communication and follow up as requiredQUALIFICATIONS & EXPERIENCEBachelor's degree in Business Administration or a related field (preferred)6+ years of experience in a similar roleProficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Google WorkspaceExcellent organisational and time-management skillsExcellent verbal and written communication skills with the ability to interact at all levelsHigh level of discretion, professionalism, and attention to detailAbility to manage multiple priorities and work independently in a fast-paced environment
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