Executive Assistant

Summary

Join our team as a proactive and highly organized Executive Assistant (EA) supporting a Founder and Executive Director. This remote, full-time role requires 3+ years of experience in a similar position and strong skills in scheduling, CRM management, and communication. You will handle phone calls, manage emails, maintain the CRM, and assist with administrative tasks. The ideal candidate is highly organized, comfortable working with financial data, and possesses excellent communication and problem-solving skills. This position offers the opportunity to streamline operations and improve efficiency within a growing business. The salary range is 800 to 1,500 USD.

Requirements

• 3+ years of experience as an Executive Assistant, Administrative Coordinator, or in a similar role
• Strong experience in phone and email management, calendar coordination, and CRM data entry
• Proficiency in Calendly, or similar scheduling and CRM tools
• Utilize Monarch or other tracking tools to track, categorize, and analyze personal and business expenses
• Excellent written and verbal communication skills
• Ability to take initiative, solve problems independently, and implement efficient workflows
• Strong organizational and time management skills
• Reliable high-speed internet, a modern laptop with a multi-core processor, and a noise-canceling headset

Responsibilities

• Handle incoming calls, ensure timely responses, and manage call logs
• Organize and schedule meetings using Calendly and keep the executive informed of upcoming appointments
• Oversee inbox triage, draft and review emails, and maintain a system for prioritizing key messages
• Update and maintain HubSpot to track leads, log sales processes, and ensure accurate data entry
• Experience using Monarch for financial tracking is required
• Assist with document organization, mail management, and basic reporting
• Help establish efficient workflows and implement best practices for managing executive responsibilities
• Maintain a high level of discretion in handling sensitive information
• Prioritize tasks and optimize schedules based on urgency
• Support business growth by coordinating initiatives, tracking key tasks, and ensuring deadlines are met
• Proactively anticipate needs and offer solutions
• Conduct legal research and summarize findings for the executive
• Maintain legal records, files, and compliance documentation

Preferred Qualifications

• Draft, review, and proofread contracts, agreements, and legal documents
• Familiarity with Excel, Google Sheets, or other financial analysis tools