Executive / Personal Assistant to the Director Sourcing and Procurement- (Director).

Job Description - Executive / Personal Assistant to the Director Sourcing and Procurement- (Director).

The Employer is a boutique Sourcing, Procurement and Supply Chain Agency and Consultancy focussed on delivering professional services and on the ground assistance to our clients. We are looking for a highly organized, proactive and detail-oriented Executive Assistant/PA to support our Director of Sourcing and Procurement.

This is a remote position that offers the opportunity to play a key role in supporting the Director with day to day activities, enhance effectiveness, improve efficiency and provide capacity to grow the business.

Position Overview:
The Executive Assistant will work closely with the Director and play an important role in enabling the Director, Sourcing and Procurement to operate efficiently and effectively by actively managing their complex schedule, assisting with a wide variety of tasks, and providing practical support.
This position requires a confident, resourceful, organized individual with good management and problem solving skills who can anticipate needs, prioritize tasks and adapt quickly to changing demands and priorities.

This is a highly collaborative role that demands discretion, attention to detail, and the ability to help the Director juggle multiple projects at once.

Ideal Candidate Profile:
The ideal candidate will be a seasoned problem-solver with exceptional organizational skills, able to adapt quickly in a dynamic and fast-paced environment. They will thrive on managing multiple tasks simultaneously while maintaining attention to detail and prioritizing effectively. With the ability to learn quickly, they should be comfortable with on-the-job training and open to growing within the role.

Additionally, the candidate must be highly self-motivated and capable of working independently, particularly in a remote work setting. The ability to communicate clearly, stay proactive and take ownership of tasks without constant oversight is essential. This individual will embrace flexibility, work well under pressure, and be a dependable support to the Director, Sourcing and Procurement.

Key Responsibilities:
• E-Mail &Calendar Management: Ensuring the Director’s schedule is organized, managing appointments, meetings, and deadlines, while making sure priorities are aligned with the Director’s strategic goals.
• Task and To-Do Management: Assisting with the daily tracking of tasks, creating reminders, and keeping the Director on top of important deadlines.
• Travel Coordination: Booking and organizing travel arrangements, ensuring efficiency and cost-effectiveness for any business-related trips.
• Communication: Serving as a liaison between the Director and other Stakeholders, ensuring smooth communication. This might involve answering calls, responding to emails, or drafting correspondence on behalf of the Director.
• Meeting Preparation: Preparing materials for meetings, taking notes, and following up on action items to ensure that the Director’s needs are met during meetings.
• Project Support: Assisting in tracking project progress, managing WIP/ To-Do Lists & other reports, and supporting key Strategic initiatives.
• General Administrative Support: Managing documents, filing systems, and assisting with any ad-hoc tasks that may arise to keep the department running smoothly.
• Data Entry & Research: Assist with sourcing-related data entry and research tasks, compiling relevant information for the Director’s decision-making.
• Task Management & Prioritization: Monitor deadlines, project timelines, and deliverables to ensure efficient and timely completion of tasks.
• Confidentiality & Discretion: Maintain strict confidentiality in handling sensitive business, financial, and personnel information.
• Administrative Support: Provide administrative support as needed, including preparing quotations, processing invoices, and handling ad-hoc requests from the Director.

Qualifications:
• Experience as an Executive Assistant or in a similar administrative role, ideally supporting a senior leader in a fast-paced environment.
• Strong organizational and time-management skills with the ability to handle multiple tasks and concurrent projects/ priorities simultaneously.
• Flexible team player who will work closely and consistently with the Director but be willing to adapt to changes and be unafraid of challenges.
• Good written and verbal communication skills with a professional demeanor.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and collaboration tools like Zoom, Google Workspace, etc.
• Comfortable working remotely with excellent internet connectivity and the ability to maintain productivity independently.
• Ability to work across different time zones, adjusting to the Director’s schedule as needed.
• Experience in procurement, sourcing, or supply chain is a plus but not required.
• Strong attention to detail, accuracy, and follow-through on tasks.
• High degree of professionalism, discretion, and confidentiality.
• Ability to adapt to changing priorities and work under tight deadlines.
• A proactive and self-motivated individual with a positive attitude and the ability to solve problems independently.
• Please include the phrase “Round-up Busy Executive” in your email intro if you are applying.