Executive Support & Office Coordination - Onsite - PTA

DataFin was established in 1999. We pride ourselves on the fact that we have established relationships with industry leaders and a vast majority of our business is repeat business.

Duties & Responsibilities

ENVIRONMENT: A leader in biomedical engineering and medical-device innovation is seeking a highly organised, detail-oriented and proactive Executive Support and Office Coordinator to join their team. The successful candidate must hold a diploma or degree in Business Administration, Office Management, Human Resources or a related field. DUTIES: REQUIREMENTS: Executive Support & Office Coordination

• Manage the Managing Director’s calendar, meetings, appointments, and travel with precision.
• Coordinate internal and external communication, acting as a professional first point of contact.
• Prepare meeting agendas, minutes, briefing notes, and follow‑up action lists.
• Maintain confidentiality when handling sensitive commercial, personnel, and strategic information.
• Organise domestic and international travel, including itineraries, visas, accommodation, and logistics.
• Track commitments, deadlines, and delegated actions to ensure follow‑through.

Administrative & Operational Support

• Prepare reports, presentations, correspondence, and documentation as required.
• Assist with HR coordination tasks (leave tracking, onboarding logistics, policy distribution).
• Support Finance and Operations with administrative tasks such as reconciliations, documentation, and compliance submissions.
• Maintain structured filing systems (digital and physical) for easy retrieval and audit readiness.
• Coordinate meetings, workshops, and internal events.

Digital Workflow Usage & Light Automation (This is the “digital skill potential” section — realistic and deliverable.)

• Use the automated workflows, digital assistants, and structured systems developed by the Special Projects & Automation Manager.
• Provide feedback on workflow usability, bottlenecks, and opportunities for refinement.
• Use AI‑enabled tools for:

• drafting correspondence
• summarising meeting notes
• preparing briefing packs
• generating structured action registers

• Maintain SharePoint lists, digital registers, and structured data repositories.
• Assist in testing new workflows and reporting issues or improvement ideas.
• Ensure consistent adoption of approved digital processes across the executive office.

HR Coordination (Non‑Specialist)

• Support HR with onboarding logistics (documentation, scheduling, access setup).
• Assist with leave approvals, employee communication, and policy distribution.
• Maintain accurate HR records and ensure compliance with approved workflows.
• Coordinate training schedules, performance review documentation, and employee communication.

Relationship Management & Communication

• Liaise professionally with employees, management, external partners, and service providers.
• Maintain positive working relationships across departments.
• Represent the Managing Director’s office with maturity, discretion, and professionalism.

REQUIREMENTS: Qualifications

• Diploma or degree in Business Administration, Office Management, HR, or related field.
• Strong digital literacy and comfort with modern tools (Microsoft 365, SharePoint, Teams).
• Exposure to AI‑assisted tools or willingness to learn.

Experience

• 3–7 years in an Executive Assistant, Personal Assistant, or senior administrative role.
• Experience supporting senior executives in a fast‑paced environment.
• Experience with HR coordination or administrative support is advantageous.

ATTRIBUTES

• Highly organised, detail‑oriented, and proactive.
• Strong written and verbal communication skills.
• High discretion and confidentiality.
• Comfortable with technology and eager to learn new digital tools.
• Calm under pressure and able to manage multiple priorities.
• Service‑oriented, reliable, and professional.

Desired Experience & Qualification

Executive, Support, Office, Coordination, Onsite, PTA