Executive Assistant - Operations track

Role Overview

Bright Magenta is seeking a highly organized and execution focused Executive Assistant to support the Founder & Executive Director and contribute to operational coordination across projects.

This position combines executive support, event coordination, supplier management, structured research, documentation control, and cross team follow up. The role is designed to evolve into an operations leadership position based on performance.

Key Responsibilities

Executive Support & Execution

• Manage daily task tracking and coordination for the Founder

• Ensure directives are clearly communicated and properly implemented by the team

• Follow up consistently on deadlines, deliverables, and execution standards

• Maintain structured digital filing systems and organized documentation

Operations & Event Coordination

• Support planning and coordination of event logistics and production requirements

• Source, evaluate, and compare suppliers and vendors

• Assist in negotiation processes and quotation comparisons

• Coordinate internally with technical, production, and operations teams

Research & Intelligence

• Conduct structured research across suppliers, venues, regulations, equipment, and strategic topics

• Extract relevant, decision ready information from large data sets

• Present findings in clear, concise formats for review

Presentations & Documentation

• Prepare professional presentations and client ready quotations

• Draft and proofread emails, proposals, and official communications

• Review documents for clarity, consistency, and accuracy

Financial & Administrative Coordination

• Coordinate with accounting on invoicing follow ups and documentation

• Track payment statuses and supplier commitments

• Maintain organized cost comparison sheets and financial summaries

Marketing & Project Follow Up

• Coordinate uploading of project videos and content to social media platforms

• Follow up with media teams to collect and archive project assets

• Ensure proper documentation and archiving of completed projects

AI & Digital Tools

• Utilize AI tools to enhance research, drafting, and workflow efficiency

• Support implementation of systems that streamline recurring processes

Requirements

• Strong organizational and time management capability

• Ability to manage multiple priorities in a fast paced environment

• Clear communication and negotiation skills

• Advanced research ability with analytical thinking

• High attention to detail, especially in proofreading and documentation

• Proficiency in presentation software and digital productivity tools

• Comfortable using AI tools as part of daily workflow

• High level of discretion, ownership, and reliability

Growth Path

This is an Operations Track role.

Based on performance, ownership, and leadership capability, the position may transition into a formal operations leadership role within the company.

Minimum Qualification Standard

This role requires strong independent thinking and execution ability. Applicants must demonstrate structured research skills, professional written communication, and the ability to organize complex information clearly. Candidates who require constant supervision, struggle with deadlines, or lack attention to detail will not be suitable for this position. Experience supporting senior leadership, coordinating multiple stakeholders, or working within fast-paced operational environments is strongly preferred.