About Hapana

Hapana is disrupting the market in leading a software solution in the fitness industry that helps gyms, fitness studios, and franchises unlock growth and efficiency. We have revolutionised the operations of multisite boutique businesses like F45, Gold’s Gym, BFT, STRONG Pilates, Vaura Pilates, KX Pilates, and more. Our all-in-one platform uses automated lead nurturing, captivating member experiences, multi-layered reporting, and advanced day-to-day operational controls to assist in growing member communities, expanding location footprints, and boosting revenue.

We're committed to fostering growth for our teams and clients through innovation and teamwork. Our business prides itself on its fast growth and dynamic industry, so we require humans with a vision to work with our small but mighty team. As a global company, we rely on open communication and people speaking up.

Job Summary

We are seeking a highly organised Executive Assistant & Events Coordinator to provide comprehensive support to the CEO and manage office and event operations. The ideal candidate will be proactive, detail-oriented, and able to manage multiple priorities in a fast-paced environment. This role is crucial in ensuring the smooth operation of day-to-day business activities and supporting key decision-makers.

Key Responsibilities

• Provide high-level administrative support to the CEO, including managing calendars and scheduling meetings and preparing documents
• Organise and prioritise incoming information, ensuring executives are aware of critical tasks and deadlines.
• Coordinate and prepare materials for meetings, including agenda development and minute-taking and minute-distribution
• Coordinate and book flights, accommodation, and transportation for employees globally in accordance with company travel policies
• Handle confidential and sensitive information with discretion.
• Assist with special projects and initiatives as directed by the CEO
• Oversee day-to-day office operations, ensuring the office environment is well-maintained and running smoothly.
• Manage office supplies, vendor relationships, equipment maintenance, cleaning and repairs.
• Coordinate office layout, seating arrangements, and office-related services such as cleaning and repairs.
• Organise and execute office events, team building activities, trade shows, networking events, and annual client conferences.
• Liaising with venues and vendors to manage event setup, booth requirements and other logistics
• Organising and scheduling meetings, ensuring smooth execution of event-related activities.
• Organise the production, and distribution of event materials such as flyers, brochures and branded merchandise.
• Perform any additional tasks as assigned by management.

Qualifications & Requirements

• Proven experience as an Executive Assistant, Event experience or a combination of the two
• Exceptional organisational skills and attention to detail.
• Excellent written and verbal communication skills.
• Strong problem-solving abilities with a high degree of professionalism.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and calendar management tools like Google Workspace or Outlook.
• Ability to multitask and prioritise effectively in a fast-paced environment.
• Trustworthy with the ability to handle confidential and sensitive information.
• Bachelor’s degree preferred, or equivalent experience.
• Experience in the fitness industry would be preferred
• Familiarity with project management tools like Asana, Notion, Trello, or Monday.com.

This role will require you to be in the office 4 days a week in Green Square.

If you have the experience, happy to wear multiple hats we want to hear from you. We thank you in advance for taking the time to apply, please note that only shortlisted candidates will be contacted for an interview. No recruitment agencies please.