Office Administrator/Executive Assistant

About FiveWest

FiveWest is a licensed financial services provider. We provide innovative fintech solutions, including OTC trading, a crypto payment gateway, custodial services, and more. Our mission is to reshape the financial ecosystem by connecting banks and blockchain infrastructure onto a single platform.

Position Summary:

The Office & Executive Assistant plays a critical role in ensuring the smooth day-to-day functioning of FiveWest's office and supporting the executive leadership team. This role combines office administration, executive support, and coordination duties, requiring a highly organised, proactive, and professional individual. The ideal candidate will provide administrative, operational, and personal assistance to the CEO and support the Product and Operations Manager while ensuring that the office operates efficiently and effectively.

Key Responsibilities

Executive Support / Personal Assistance

• Provide high-level administrative support to the CEO, including managing calendars, scheduling meetings, and coordinating travel arrangements.
• Draft, review, and send professional correspondence on behalf of the CEO.
• Prepare briefing documents, presentations, and reports for meetings and business engagements.
• Take accurate minutes during executive and team meetings and distribute them promptly.
• Coordinate and follow up on action items arising from CEO or management meetings.
• Assist the CEO with personal administrative tasks as needed, maintaining discretion and confidentiality at all times.
• Manage and prioritise requests and communications directed to the CEO.
• Organise internal and external events, including corporate meetings, workshops, and team-building activities.

Office Administration

• Oversee the day-to-day operations of the office, ensuring a productive and organized work environment.
• Manage office supplies, equipment, and inventory, including ordering, receiving, and maintaining records.
• Liaise with office landlords, building management, and external service providers to ensure smooth office operations and resolve any issues.
• Coordinate maintenance, repairs, and IT support for office equipment and infrastructure.
• Handle incoming calls, emails, and correspondence, directing them appropriately.
• Welcome and assist visitors, clients, and suppliers, maintaining a professional and welcoming office environment.
• Serve as a point of contact between executives, staff, clients, and external stakeholders.
• Build strong working relationships with internal teams and external partners to support operational efficiency.
• Identify opportunities to improve administrative processes and office efficiency.
• Support initiatives to enhance employee experience, office organization, and overall productivity.

Required Skills & Qualifications

• Proven experience as an executive assistant, office administrator, or personal assistant.
• Strong organisational and time management skills, with the ability to multitask and prioritise effectively.
• Excellent written and verbal communication skills.
• High level of discretion, confidentiality, and professionalism.
• Proficiency in Microsoft Office Suite, Google Workspace, and office management tools.
• Ability to coordinate events, meetings, and travel arrangements efficiently.
• Strong interpersonal skills and ability to build relationships with internal and external stakeholders.
• Problem-solving mindset with attention to detail and proactive approach.
• Highly organised and self-motivated with the ability to work independently and as part of a team.
• Flexible and adaptable, able to handle changing priorities and urgent requests.
• Energetic, proactive, and solution-oriented.