Executive Assistant to the Founder at The DEW Centre

Role Overview

• The Executive Assistant supports the Founder across her design practice (OAM Projects Ltd), her wellness/lifestyle venture (The DEW Centre), and her personal executive life. This role requires exceptional organisation, attention to detail, emotional intelligence, and the ability to anticipate needs. The ideal candidate is proactive, calm under pressure, solution-oriented, and able to operate with the discretion required at a high-trust, high-paced level.
• This is a hybrid role combining executive assistance, operations support, project coordination, research, and administrative organisation. The EA will act as a stabilising force, ensuring seamless flow between personal, business, and creative activities.

KEY RESPONSIBILITIES

Executive Support & Calendar Management

• Manage complex scheduling across multiple businesses, personal commitments, travel, events, and project timelines.
• Anticipate and protect the Founder’s time; prepare daily and weekly briefs.
• Coordinate meeting agendas, confirmations, prep notes, reminders, and follow-ups.
• Manage the flow of information to internal and external stakeholders.

Travel & Logistics

• Coordinate local and international travel, including flights, visas, accommodation, ground transportation, and sourcing logistics for design trips.
• Prepare detailed travel itineraries and handle last-minute changes efficiently.
• Support travel for retreats, events, and personal trips.

Project Coordination Across OAM & DEW

• Support the Founder in coordinating active design and wellness projects.
• Track deliverables, deadlines, consultant actions, and client communications.
• Follow up with architects, designers, suppliers, therapists, facilitators, contractors, and other partners.
• Maintain dashboards, trackers, and progress reports.

Communications, Research & Documentation

• Draft, edit, and structure emails, proposals, reports, internal memos, and client correspondence.
• Research materials, vendors, potential partners, travel options, and industry opportunities.
• Prepare presentations, briefs, talking points, decks, and speech notes.
• Attend meetings on behalf of or alongside the Founder; take minutes, summarise actions, and follow through.

Office & Operations Management

• Maintain an organised, up-to-date digital and physical filing system across Google Drive, Docs, Sheets, WhatsApp Business and other tools.
• Ensure files are named, stored, backed up, and searchable.
• Support procurement, vendor management, and inventory for both OAM and DEW Centre.
• Maintain and regularly update vendor, supplier, and contractor databases.

Personal Administrative Support

• Handle bills (utilities, subscriptions, phone, internet, etc.) ensuring timely payments.
• Support procurement of personal items, home supplies, wellness items, gifts, and travel essentials.
• Coordinate the Founder’s personal appointments (medical, wellness, maintenance, etc.).
• Keep track of special dates, reminders, renewals, and administrative tasks.

Event & Experience Coordination (DEW & OAM)

• Support internal and external events: workshops, DEW After Dark, client presentations, pop-ups, retreats, and curated experiences.
• Liaise with vendors, facilitators, guest speakers, therapists, and collaborators.
• Assist with setup preparation, decor sourcing, materials, registrations, and day-of coordination.

Team Support & Internal Coordination

• Act as a bridge between the Founder and the wider team, ensuring clarity and follow-up.
• Organise internal communications, schedules, and information flow.
• Provide administrative support to staff members as needed.
• Ensure timely submission of reports and follow-through on assigned tasks.

Confidentiality, Discretion & Professionalism

• Maintain strict confidentiality regarding all personal, financial, professional, and business matters.
• Manage sensitive information with integrity and emotional intelligence.

Special Projects & Ad-Hoc Support

• Support new initiatives (e.g., DEW decks, product line development, content organisation, research).
• Assist with creative tasks, mood boards, light content organisation, and coordinating consultants.
• Flexibility to take on new responsibilities as the business evolves.

KEY QUALIFICATIONS & ATTRIBUTES

• Bachelor’s degree (preferred but not essential with strong experience).
• Minimum 3–5 years in an EA, operations or project coordinator role.
• Highly organised, detail-oriented, and skilled at multitasking.
• Excellent written and spoken communication skills.
• Strong research and presentation preparation skills.
• Comfortable using Google Workspace (Docs, Sheets, Drive, Calendar), WhatsApp Business, Canva, and other productivity tools.
• Discreet, emotionally intelligent, calm, and trustworthy.
• Ability to anticipate needs, think ahead, and work independently.
• Experience with design, wellness, hospitality, or creative industries is a plus.
• Must be flexible, proactive, reliable, and committed to high standards.