Executive Assistant

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

📋 Description

• Oversee intricate executive calendars, meetings, and travel logistics.

• Facilitate internal and external meetings across various time zones.

• Create agendas, document meeting notes, and outline follow-up action items.

• Manage competing requests and proactively organize executive schedules.

• Accurately prepare and distribute client invoices in a timely manner.

• Reconcile invoices, payments, and accounts to ensure billing accuracy.

• Oversee payroll processing for U.S. employees and international contractors/employees.

• Maintain payroll records and collaborate with external payroll providers for timely and compliant processing.

• Assist with expense reporting and operational documentation.

• Lead daily or weekly stand-up meetings.

• Monitor project status, risks, and action items across various initiatives.

• Develop executive-level status reports and dashboards.

• Ensure accountability for deliverables and follow up on outstanding tasks.

• Support proposal development, presentations, and client communications.

• Coordinate responses to RFPs and other business development opportunities.

• Maintain CRM records and sales pipeline data.

• Conduct research on potential clients, partners, and market opportunities.

• Utilize AI tools (such as ChatGPT, Microsoft Copilot, Claude, or similar platforms) to automate workflows, draft communications, summarize meetings, and enhance operational efficiency.

• Identify opportunities to optimize administrative and operational processes through automation and technology.

• Maintain expertise with productivity and collaboration platforms, including Microsoft 365, Teams, Excel, PowerPoint, SharePoint, and project management tools.

⛳️ Requirements

• Bachelor's degree preferred or equivalent professional experience.

• 5+ years of experience supporting senior executives or leadership teams.

• Background in invoicing, payroll coordination, or accounting support.

• Strong organizational and project management skills with exceptional attention to detail.

• Excellent written and verbal communication abilities.

• Advanced proficiency in Microsoft Office Suite (Excel, PowerPoint, Outlook, Word).

• Familiarity with accounting software (e.g., QuickBooks), payroll platforms, and CRM systems is preferred.

• Proven ability to learn and effectively utilize AI tools to enhance productivity.

• Capability to manage confidential information with professionalism and discretion.

• Self-motivated individual who excels in a remote, fast-paced environment with minimal supervision.

🏝️ Benefits

• Flexible working arrangements.

• Opportunities for professional development.