Executive Administrative (Fully Remote)

Job Title: Executive Administrative Location: Fully Remote Employment Type: Full-Time / Permanent Reporting To: Executive Leadership / Director

Job Title: Executive Administrative

Location: Fully Remote

Employment Type: Full-Time / Permanent

Reporting To: Executive Leadership / Director

Role Overview:

We are seeking an exceptionally organised, discreet, and high-performing Executive Administrative to provide comprehensive remote support across administrative, legal coordination, payroll administration, and strategic project assistance.

This role is suited for a high-calibre professional with strong business acumen, exceptional attention to detail, and the ability to manage confidential matters with professionalism and discretion. The successful candidate will act as a trusted support partner to leadership, ensuring smooth coordination of operational, compliance, and administrative priorities across multiple projects.

This is not a traditional secretarial role; it requires an individual capable of operating with autonomy, sound judgment, and executive-level professionalism in a dynamic and fast-paced environment.

Key Responsibilities

Executive & Administrative Support

• Provide high-level administrative and secretarial support to senior leadership.
• Manage calendars, appointments, meetings, and travel coordination where required.
• Prepare reports, presentations, meeting packs, agendas, and professional correspondence.
• Draft, proofread, and format confidential documents, letters, and executive communications.
• Maintain organised digital filing systems and documentation repositories.
• Coordinate follow-up actions and ensure deadlines are monitored and met.

Legal & Compliance Administration

• Support with preparation, review, formatting, and filing of contracts, agreements, legal correspondence, and compliance documentation.
• Liaise with external legal advisors, regulators, and stakeholders where necessary.
• Maintain legal registers, licences, and statutory documentation.
• Ensure proper tracking of compliance deadlines, renewals, and submissions.
• Assist in governance and board/committee documentation preparation where required.

Payroll & HR Administration

• Prepare and process payroll inputs accurately and confidentially.
• Maintain payroll records, leave records, and employee administrative files.
• Coordinate with finance/accounting teams regarding salary processing and payroll reconciliations.
• Ensure compliance with payroll deadlines and statutory requirements.
• Support onboarding/offboarding administration.

Project Coordination

• Provide administrative support across strategic and operational projects.
• Track project timelines, deliverables, and administrative requirements.
• Assist in compiling project reports, dashboards, and status updates.
• Coordinate communication and documentation between stakeholders.

Candidate Profile

We are looking for a candidate who demonstrates:

• Exceptional organisational and multitasking abilities
• Absolute discretion and confidentiality
• Strong written and verbal communication skills
• Ability to work independently with minimal supervision
• Strong problem-solving mindset and proactive initiative
• Ability to use and develop skills in AI platforms such as Claude and Chat GPT

Qualifications & Experience

• Degree / Diploma in Business Administration, Legal Studies, HR, Finance, or related field preferred
• Minimum 5+ years experience in executive administration, legal secretarial, payroll, or similar senior support role
• Experience supporting senior executives / directors highly preferred
• Prior exposure to legal/compliance documentation and payroll processing essential
• Experience in remote/virtual working environments is an advantage