Executive Assistant

EXECUTIVE ASSISTANT TO OWNER — OPERATIONS, DATA & AI

Location: Pecatu — with frequent travel to Ubud, Canggu & Sanur

Employment: Full-time

We are looking for a highly meticulous, organized, tech-savvy and fast-moving Personal Assistant to work closely with the owner and support both business and personal matters.

This is not a traditional administrative PA role. We are looking for someone who is equally comfortable managing schedules and documents, working with spreadsheets and data, following up with teams, visiting our stores, handling operational matters and using technology and AI to make work more efficient.

The ideal candidate is excellent with numbers, spreadsheets and technology, highly organized, quick to execute, and naturally looks for ways to improve how things are done.

THE IDEAL CANDIDATE

You are someone who:

• Is exceptionally good with Excel / Google Sheets and spreadsheets

• Enjoys working with numbers, data and detailed information

• Has a background in Accounting, Finance, Data Analytics, Business Analytics or a related field

• Has experience working in retail and/or manufacturing — highly preferred

• Is highly proficient with AI tools and knows how to use AI to improve productivity and solve problems

• Is tech-savvy and comfortable learning new software and digital tools

• Is meticulous, tidy and highly detail-oriented

• Is a fast learner and doesn't mind getting hands-on to get the job done

• Is comfortable working in a fast-paced environment and managing operations involving multiple staff and locations

• Can manage multiple priorities without losing track of details

• Is proactive and doesn't wait to be told every step

• Is comfortable performing hands-on operational tasks

• Is willing to travel frequently between our stores in Pecatu, Ubud, Canggu and Sanur

• Has a strong sense of responsibility and follows tasks through until completion

• Is resourceful and has a "figure it out" mentality

• Can work independently and exercise good judgment

• Is discreet and trustworthy when handling confidential information

KEY RESPONSIBILITIES

DATA, SPREADSHEETS & REPORTING

A significant part of this role involves working with data and spreadsheets.

You will:

• Create, maintain and analyze Excel / Google Sheets

• Prepare and organize financial, sales, inventory and operational data

• Build reports and dashboards for management

• Analyze sales performance, inventory movement, costs and other business metrics

• Identify discrepancies, unusual numbers and data inconsistencies

• Cross-check invoices, purchase orders, delivery orders and other documents

• Assist with budgeting, expense tracking and financial analysis

• Maintain accurate and well-organized records

• Improve existing spreadsheets and reporting systems

• Find ways to automate repetitive reporting and data processes

Advanced spreadsheet skills are highly valued. Candidates who are comfortable with formulas, lookups, pivot tables, data cleaning, reporting and building structured spreadsheets will have a significant advantage.

AI & TECHNOLOGY

We expect the successful candidate to be an active and intelligent user of AI.

You will be expected to:

• Use ChatGPT and other AI tools for research, analysis, writing and problem-solving

• Use AI to analyze, organize and summarize data

• Find opportunities to automate repetitive tasks

• Improve workflows using technology

• Learn new software and digital tools quickly

• Use technology to work faster, more accurately and more efficiently

We are particularly interested in candidates who can demonstrate how they have already used AI to improve their work or productivity.

RETAIL & OPERATIONS

Our business operates multiple retail locations, so you must be comfortable with hands-on, practical operations.

Responsibilities may include:

• Coordinating with teams across our stores

• Visiting stores when required and checking on operational matters

• Following up on operational issues until they are resolved

• Assisting with inventory and stock-related matters

• Coordinating purchasing, deliveries and suppliers

• Checking documentation and operational records

• Following up on outstanding tasks and ensuring deadlines are met

• Assisting with store and operational projects

• Supporting the owner with ad-hoc business matters

• Identifying inefficiencies and suggesting practical improvements

• Helping ensure that instructions from the owner are properly executed

Experience in retail, manufacturing, inventory management, supply chain or production is a strong advantage.

HIGHLY PREFERRED

• Degree or background in Accounting, Finance, Data Analytics, Business Analytics or similar

• Experience in retail and/or manufacturing

• Advanced Excel / Google Sheets skills

• Experience preparing financial or management reports

• Experience with inventory and stock reporting

• Experience using AI tools professionally

• Experience with accounting or ERP software

• Experience working with multiple locations or operational teams

• Valid driver's license and ability to drive

THIS ROLE IS NOT FOR YOU IF...

• You need to be given detailed instructions for every task

• You dislike working with spreadsheets, numbers or data

• You are not interested in learning or using AI

• You prefer purely administrative work

• You don't want to be involved in operational matters

• You are uncomfortable traveling between locations

• You are slow to respond or frequently need reminders

• You are not naturally organized and detail-oriented

• You are unwilling to step outside your usual job description when the situation requires it

WHAT WE VALUE MOST

• Accuracy. Speed. Initiative. Organization. Technology. Accountability.
• We don't expect you to know everything from day one.
• But we expect you to learn quickly, think logically, use the tools available to you, and get things done.
• This role requires someone who can move between spreadsheets, AI, store operations and day-to-day execution without losing attention to detail.
• If you are someone who can look at a messy spreadsheet and immediately want to organize it, spot a discrepancy in a report, use AI to solve a problem, identify an operational issue at a store, and then take the initiative to get it resolved — we want to meet you.