Executive Assistant

About Kayana

Kayana is one of the fastest-growing companies, empowering small and medium-sized businesses with cutting-edge technology to compete with larger enterprises in the ordering and payments space. As a disruptive force in the industry, we provide everything from essential point-of-sale systems to advanced solutions like self-service kiosks, online ordering, payments, and AI-powered solutions, enabling brands to scale and succeed.

Our mission is simple: to help businesses thrive through innovative technology. With operations across the USA, UK, Europe, Australia, and the Middle East, Kayana is proud to foster an inclusive, dynamic, and high-performance culture.

As an AI-centric technology company, we actively embrace AI and automation to improve how we work, increase productivity, and help our teams operate more efficiently.

Every employee is supported with opportunities for professional growth and development while being trusted to take ownership and make a meaningful impact.

Important Work Arrangement Note

This is a full-time, office-based role. The successful candidate will work closely with the CEO and senior management and must be comfortable supporting a fast-paced and dynamic business environment.

Due to the nature of this role, a high level of flexibility, responsiveness, professionalism, and confidentiality is required.

About You

Do you have strong administration and organisational experience? Are you proactive, detail-oriented, and comfortable managing multiple priorities?

Kayana is seeking a highly organised and professional Executive Assistant to join our team.

Reporting directly to the CEO and senior management, you will play a key role in ensuring the smooth day-to-day running of the office and supporting senior leadership with administrative, organisational, research, and operational requirements.

This is a varied role for someone who enjoys taking ownership, solving problems, staying one step ahead, and ensuring that important tasks are completed efficiently.

The ideal candidate will be highly organised, comfortable working independently, and capable of handling confidential information with professionalism and discretion.

Key Responsibilities

• Manage and coordinate the CEO's calendar, appointments, meetings, and schedules.
• Schedule internal and external meetings and ensure all relevant information and materials are prepared in advance.
• Provide direct administrative and organisational support to the CEO and senior management.
• Conduct research, including acquisitions research, market research, company research, and other projects as required.
• Prepare presentations, reports, documents, meeting materials, and other business communications.
• Support the CEO with ad hoc tasks, projects, and business requirements.
• Manage general office administration and ensure the office operates efficiently.
• Prepare, organise, maintain, and manage business documents and records.
• Coordinate with internal teams and external stakeholders on behalf of senior management where required.
• Support property and office management requirements.
• Ensure authorised employees have appropriate access to the office or building.
• Coordinate visitor access and ensure visitors are appropriately checked in.
• Track office inventory and maintain records of equipment and supplies.
• Ensure office supplies and other required items are ordered and available when needed.
• Identify administrative or operational issues and proactively take steps to resolve them.
• Use AI tools and automation to improve administrative workflows, research, documentation, and productivity.
• Maintain strict confidentiality when handling sensitive business, employee, financial, and management information.

What We're Looking For

• Minimum 2+ years of experience in administration, executive support, office management, or a similar role.
• Previous experience supporting senior management or executives is highly preferred.
• Strong organisational, planning, and time-management skills.
• Excellent written and verbal communication skills.
• Ability to manage multiple tasks and priorities in a fast-paced environment.
• Strong attention to detail and ability to work independently.
• Proactive…