Executive Assistant

Novamentis is looking for an Executive Assistant to help stay organised and follow through on decisions, while managing its online community and social media pages. You’ll manage schedules, prepare materials for meetings and coordinate with colleagues and external partners. You’ll also maintain a clear record of decisions, deadlines and next steps so people know what they own and when it’s due. Community management and effective social media page management are core parts of this role. You’ll coordinate messaging with leadership and flag issues that need their attention. You’ll be trusted to exercise good judgement, manage competing priorities and handle sensitive information with discretion. This role suits someone who enjoys organising a busy team, communicating with an audience and turning plans into consistent action.

Responsibilities

• Manage executive calendars, coordinate meetings and resolve scheduling conflicts.
• Prepare agendas, briefing materials and meeting notes, and track decisions and action items through to completion.
• Draft and proofread correspondence, reports and presentations for leadership.
• Coordinate with colleagues and external partners to confirm logistics, share updates and follow up on commitments.
• Plan and maintain a social media content calendar, prepare clear copy and simple visual content, and publish approved posts consistently.
• Manage comments and messages, respond in the organisation’s voice and escalate sensitive enquiries or complaints appropriately.
• Track community engagement and social media performance, report key results and suggest improvements.
• Maintain organised digital records, protect confidential information and flag urgent issues early.

Requirements

• Experience supporting executives or teams in an administrative, coordination or operations role.
• Practical experience managing an online community, encouraging participation and handling moderation or member enquiries.
• Experience managing a social media page, including planning content, publishing posts, responding to audiences and reviewing performance metrics.
• Strong written and verbal communication, with the ability to draft clear correspondence, meeting notes and audience-appropriate social media content.
• Ability to manage competing priorities, meet deadlines and follow up independently.
• Confidence with email, calendars, video meetings, spreadsheets, shared documents and social media scheduling or analytics tools.
• Ability to create or coordinate simple visual content using tools such as Canva or an equivalent.
• Sound judgement and discretion when handling confidential information, public comments and sensitive enquiries.
• Ability to work full-time and coordinate reliably with colleagues remotely.