Executive Assistant

This is a fully remote position, open to applicants in United States.

📋 Description

• Oversee and manage the daily calendar of the CEO and/or Business Director, which includes scheduling meetings, appointments, and reminders across various time zones.

• Facilitate internal and external communications on behalf of the CEO and/or Business Director with a focus on professionalism and confidentiality.

• Follow up and engage with team members, vendors, clients, and partners on behalf of the CEO and/or Business Director.

• Screen emails, prioritize urgent issues, and draft responses when necessary.

• Organize virtual meetings, prepare agendas, take minutes, and ensure follow-up on action items.

• Create reports, presentations, spreadsheets, and other business documents for executive review.

• Maintain accurate and well-organized digital filing systems and confidential company records.

• Conduct online research and compile information to support business decisions, partnerships, and strategic initiatives.

• Assist in streamlining administrative systems and recommend improvements for operational efficiency.

• Track executive priorities and proactively anticipate scheduling conflicts or business needs.

• Manage personal executive tasks and ad hoc assignments with discretion and reliability.

• Act as a reliable point of contact between the CEO and/or Business Director and both internal and external stakeholders.

• Aid in project coordination to ensure that deadlines and deliverables are met across departments.

• Provide ongoing support for operations, field staff, and internal departments by managing documentation, schedules, and workflows.

• Collaborate with team members and vendors to ensure smooth logistics, system processes, and equipment support.

• Monitor business platforms and internal tools for system statuses, updates, and user support.

• Facilitate issue tracking and resolution by working with field personnel and utilizing reporting tools.

• Assist in weekly and monthly reporting, data entry, and performance logs.

• Support leadership with executive-level assistance, scheduling, follow-ups, and general support.

• Ensure all communications and tasks are executed with a high level of professionalism, urgency, and confidentiality.

• Maintain responsiveness during designated working hours and provide consistent executive support in a remote environment.

⛳️ Requirements

• At least 2 years of experience as an Executive Assistant or in a similar administrative support role.

• Strong English communication skills in both written and verbal forms.

• Proficient in utilizing digital platforms and productivity tools (e.g., Google Workspace, Microsoft Office, task trackers).

• Exceptional attention to detail and organizational capabilities.

• Ability to manage multiple responsibilities with minimal supervision.

• Comfortable with troubleshooting and adhering to structured workflows.

• Dependable and accountable with a solutions-oriented approach.

• Familiarity with tools such as Odoo, project management systems, or barcode/labeling platforms is preferred.

• Background in vendor coordination or procurement tasks.

• Experience in collections, basic bookkeeping, and invoicing is required.

🏝️ Benefits

• Competitive salary

• Flexible work arrangements

• Professional development opportunities