About the Role: Responsibilities, Skills, and Requirements
Ever found yourself the go-to person who keeps the chaos at bay and the details in line? If you thrive on organization, love dabbling in numbers, and take pride in smooth-running operations, this role as an Admin, Accounts & Executive Secretary might just hit your sweet spot. You’ll have your hands in a bit of everything—from handling the nitty-gritty of office logistics to supporting top leadership—making every day different from the last.
About the Company
Our team is tight-knit, resourceful, and genuinely supportive—think start-up energy with a dash of old-school reliability. While we’re always working towards bigger goals, we don’t lose sight of the people who make it all possible (yes, Friday lunches and birthday surprises are part of the deal). Collaboration isn’t just a buzzword here; it’s the reason we find joy in tackling challenges together, whether in the boardroom or over coffee in our sunlit kitchen.
What You’ll Be Doing
- Overseeing daily office administration to ensure everything runs like a well-oiled machine
- Processing and organizing basic accounting entries, balancing ledgers, and filing expenses
- Preparing and sending quotations and invoices, then tracking their statuses
- Compiling periodic reports—yes, those little numbers help us steer the ship
- Managing the company’s email inbox, answering calls, and handling correspondence with a professional yet personal touch
- Scheduling meetings, keeping calendars up to date, and making sure everyone’s where they need to be
- Maintaining and organizing both digital and physical office records, from contracts to supplier lists
- Coordinating seamlessly with clients, suppliers, and team members to keep projects moving
- Offering direct executive and secretarial support to senior management—think gatekeeper, right hand, and confidant all rolled into one
What You’ll Bring
Must-Haves:
- Solid experience in office administration, accounts, or executive-level support
- Familiarity with bookkeeping and basic accounting software (Excel, QuickBooks, or similar)
- Strong organizational skills and genuine attention to detail
- Proactive communicator—written and verbal—and comfortable coordinating across teams
- Ability to juggle multiple tasks and stay unflappable when priorities shift
- Discretion with confidential information and a knack for problem-solving
Nice-to-Haves:
- Prior experience preparing quotations, invoicing, or managing client communication
- Exposure to a fast-paced office or SME environment
- Tech-savvy (we love a good workflow hack)
Not sure you check every item? That’s okay—reach out anyway. Enthusiasm and willingness to learn count for a lot here.
Why You’ll Love Working Here
- Friendly, collaborative team where you’re truly valued
- Regular career development—think mentorship, skill-building workshops, and a clear path for growth
- Hybrid work flexibility (the occasional work-from-home day is on the table)
- Easily accessible office with great coffee and even better company
- Family-friendly policies and understanding management
- Team celebrations, milestone shout-outs, and the freedom to bring your best self to work
At the end of the day, you’ll find yourself in a place that’s both ambitious and caring—where your work matters, your ideas are encouraged, and you’re part of something meaningful.
Common Interview Questions and Tips
To help you prepare and feel confident, here are some questions you might encounter during the interview process for this role.
- Can you walk us through your experience handling both office administration and accounting tasks in previous roles?
- How comfortable are you with preparing and tracking invoices or quotations, and what accounting tools or software have you used before?
- Tell me about your approach to keeping digital and physical records organized—what systems or best practices do you rely on?
- What strategies do you use to manage a busy executive’s schedule and ensure meetings and deadlines aren’t missed?
- Describe a time when you balanced multiple urgent requests from management, clients, and suppliers. How did you prioritize?
- How do you move a project forward when communicating between different teams or stakeholders with sometimes conflicting needs?
- Give an example of a challenge you faced when maintaining confidentiality, and how you made sure sensitive information was protected.
- Our team culture values initiative and creative problem-solving. Can you share a workflow improvement or organizing hack you introduced at a previous job?
- How do you maintain professionalism and warmth in client or supplier communications, even under pressure?
- Describe a time when you noticed an error in a financial report or ledger. How did you handle it?
- Team celebrations and milestone shout-outs are important here—how do you contribute to an inclusive, supportive work environment?
- We understand that priorities can shift at a moment’s notice. Can you share an example of how you’ve stayed flexible and resilient in a fast-paced setting?
- What excites you most about working in a team that blends start-up energy with a supportive, people-first environment?
- How do you continue developing your skills in admin, accounts, or executive support outside of your day-to-day work?