Executive Assistant

Summary

Join our team as a proactive and highly organized Executive Assistant (EA) supporting a Founder and CEO in the data migration industry. This full-time, remote role requires managing phone calls, scheduling, email communication, CRM (HubSpot), and administrative tasks to optimize the executive's time. You will play a key role in streamlining operations and improving efficiency. The ideal candidate has 3+ years of experience as an EA or in a similar role, along with NetSuite experience and proficiency in various tools. Excellent communication and organizational skills are essential. We offer a supportive team environment, remote work flexibility, learning and development opportunities, potential performance bonuses, PTO, and HMO after 3 months.

Requirements

• 3+ years of experience as an Executive Assistant, Administrative Coordinator, or in a similar role
• 3+ years of experience with NetSuite
• Strong experience in phone and email management, calendar coordination, and CRM data entry
• Proficient in HubSpot, Trello, or similar CRM and project management tools
• Proficient in Microsoft Excel, including data analysis, reporting, and spreadsheet management
• Excellent written and verbal communication skills
• Ability to take initiative, solve problems independently, and implement efficient workflows
• Strong organizational and time management skills
• Familiarity with basic bookkeeping and reporting
• 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 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
• Assist with document organization, mail management, and basic reporting
• Help establish efficient workflows and implement best practices for managing executive responsibilities
• Support business growth by coordinating initiatives, tracking key tasks, and ensuring deadlines are met

Preferred Qualifications

International experience

Benefits

• Opportunity to work remotely from anywhere
• Supportive and collaborative team environment
• Learning and development opportunities
• Potential Performance Bonuses
• PTO
• HMO after 3 months