Executive Assistant & Operations Specialist

ABOUT US

Carpe Diem Solutions is a PR and communications agency that connects brands with culture. We combine strategic communications, brand experiences and storytelling to build authentic narratives that move people.

THE ROLE

We’re hiring an Executive Assistant & Operations Specialist to be the operational backbone of a growing agency. You’ll support the CEO directly while owning the systems that keep client work, internal processes and business development running smoothly. You turn leadership priorities into day-to-day execution: anticipating needs, building scalable processes and making sure nothing falls through the cracks.

You’ll get broad exposure across every part of the agency, working alongside a team of culture-driven communications experts.

WHAT YOU’LL DO

Executive Support

Act as the CEO’s primary point of contact and gatekeeper

Manage the CEO’s calendar, inbox and communications

Prepare briefing packs for meetings and presentations

Draft, edit and send correspondence on the CEO’s behalf

Coordinate logistics for internal and external meetings

Prepare and review contracts and agreements

Track and follow up on business development initiatives

Maintain organised filing and records

Business Operations

Run day-to-day operations and improve workflows

Write, implement and maintain SOPs and process documentation

Coordinate activity and communication across teams

Manage vendor and partner relationships

Support financial coordination and reporting

Support external HR consultants with processes and documentation

Keep company policies current

Project Coordination

Support project management across multiple client accounts

Maintain schedules, track deliverables and enforce quality control

Coordinate resource allocation across projects

Prepare client reports, presentations and proposals

Keep project documentation clear and up to date

Drive collaboration so projects are delivered well

WHAT WE’RE LOOKING FOR

Must have

Bachelor’s degree in Business Administration, Communications or a related field

3–5 years post-NYSC experience in executive support, operations or project coordination

Experience in a professional services or agency environment

Advanced proficiency in Google Workspace, Microsoft Office and project management tools

Excellent written and verbal communication

Strong organisation, prioritisation and attention to detail

Proven ability to juggle multiple priorities

Sound judgement and discretion with confidential information

Nice to have

• PR or communications industry experience
• Legal background or education
• Project management certification or training
• Previous experience supporting a CEO or executive team
• Familiarity with Zoho Books, Projects or CRM
• Experience in a fast-growing agency or startup

OUR VALUES

Be endlessly ambitious and passionate about excellence

Lead with emotional intelligence and empathy

Remain a lifelong learner

Drive experimentation and continuous improvement

Communicate openly and collaborate effectively

Build meaningful relationships