Global Executive Assistant – Finance

Role Overview

As Global Executive Assistant specializing in Finance & Procurement, you will ensure high-level financial management, project accounting, budget control, and strategic procurement across all property development activities. Supporting complex international supply chains, you will manage finances for site acquisition, vendor sourcing, and construction through to completion and sales. You'll travel throughout Asia and Europe as required for supplier site visits, quality control, and negotiations.

Key Responsibilities

A. Strategic Financial Management

• Manage all project and company financial records: complete bookkeeping, maintain ledgers, reconcile bank accounts, and oversee accounts payable and receivable.
• Lead all financial planning activities, including annual budgets, monthly forecasts, cost/benefit analyses, and cash flow projections.
• Prepare VAT returns, support financial audits, and ensure compliance with UK accounting and reporting rules.
• Produce executive-level management accounts, financial dashboards, status reports, and board finance packs on schedule.
• Conduct financial modelling and scenario analysis using advanced Excel functionality; build tools that forecast risk and ensure cost containment.

B. Project & Supplier Budget Oversight

• Develop and manage financial trackers for construction, procurement, and site expenditure; monitor actuals against budgets and flag variances.
• Vet new suppliers for cost efficiency, reliability, and performance with procurement analysis.
• Authorise, track, and process vendor payments, pay-runs for subcontractors and consultants, and bank transfers for imported goods.

C. International Procurement & Logistics

• Oversee sourcing, ordering, and importing luxury finishing materials, high-end furniture packages, and specialist goods—primarily from China and Europe.
• Liaise with international suppliers, coordinating orders via platforms like Alibaba, negotiating price, terms, and delivery.
• Manage end-to-end logistics and import documentation: shipping schedules, customs brokerage, HS/commodity code management, and compliance with import/export laws.
• Travel as needed to inspect supplier factories, participate in negotiations, attend international trade events, and perform quality control checks.

D. Systems, Reporting, and Policy Development

• Implement digital procurement management systems, supplier databases, and automated reporting tools.
• Develop procurement policies, record-keeping procedures, and finance process SOPs for project stakeholders.
• Prepare and present financial results, procurement pipeline updates, supplier ratings, and metrics for operational leadership.

E. Administrative & Executive Support

• Maintain detailed finance/procurement schedules, manage diaries for project milestones, and respond to urgent financial issues or opportunities.
• Prepare documentation and presentations for internal and client meetings related to supply chain and budget performance.
• Act as a key liaison for audits, funding reviews, and cost reporting to the CEO and external partners.

F. Communication & Presentation Excellence

• Ensure professionalism, accuracy, and clarity in all written and spoken English communication with the CEO, vendors, accountants, and teams.
• Uphold impeccable presentation and business etiquette on international calls, site visits, and during supplier negotiations.
• Maintain responsive connectivity by phone, video call, WhatsApp, and email and provide emergency availability as needed.

Qualifications & Experience

• Finance or accounting degree (ACCA, CIMA, ACA, CFA, MBA Finance or equivalent major preferred).
• Extensive experience managing finances and procurement in property development, construction, or complex international supply chains.
• Expert in Excel (financial models, scenario analysis, pivot tables, dashboards).
• Understanding of UK VAT, accounting principles, and property sector financial standards.
• Familiarity with international procurement/logistics; experienced using Alibaba or similar platforms and managing compliance with import/export documentation.
• Proficient in Office 365 and procurement or ERP systems.
• Highly analytical, solutions-focused, and adaptable.
• Impeccable personal presentation and communication (written and spoken English).

Job Type: Full-time

Application Question(s):

• What is your asking salary?

Experience:

• Finance and Accounting: 3 years (Preferred)
• Project Budgeting and Controls: 3 years (Preferred)
• Procurement & International Supply Chain: 3 years (Preferred)

Work Location: Remote