Operations Assistant

Summary

Join our team as a proactive and highly organized Remote Executive Assistant to provide comprehensive support to our C-Level executive(s). The ideal candidate will be a self-starter with exceptional communication skills and the ability to manage multiple priorities in a fast-paced environment.

Requirements

• At least 1 year of experience as an Executive Assistant, with at least 2 years supporting a C-Level executive, preferably in a remote capacity
• Bachelor’s degree or equivalent work experience preferred
• Strong proficiency with Microsoft Office (Word, Excel, PowerPoint) and Google Suite (Gmail, Calendar, Drive). Familiarity with project management and communication tools (e.g., Slack, Asana, Zoom, or Trello)
• Ability to manage multiple tasks, prioritize effectively, and adapt quickly in a fast-paced, remote environment
• Excellent verbal and written communication skills, with a strong ability to draft professional correspondence and interact with high-level stakeholders
• Ability to anticipate needs, resolve issues independently, and take initiative in a dynamic work environment
• Willingness to adjust working hours to accommodate various time zones, especially for international travel and meetings
• High level of accuracy in managing schedules, correspondence, and documents

Responsibilities

• Coordinate and manage complex schedules, including meetings, appointments, and travel arrangements across multiple time zones
• Manage the executive’s inbox, draft and respond to emails on behalf of the executive, and handle all correspondence with discretion
• Prepare agendas, documents, and presentations for meetings. Take detailed notes and follow up on action items post-meeting
• Book and coordinate domestic and international travel, including flights, accommodations, and transportation. Create detailed travel itineraries and handle any issues that arise
• Assist in managing various projects, ensuring deadlines are met and communication is clear between stakeholders
• Organize and maintain files, contracts, reports, and other critical documents. Ensure all information is accessible and properly filed
• Track and manage the executive’s expenses, prepare reports, and ensure timely submission of receipts for reimbursement
• Act as a liaison between the executive and internal teams, clients, and external partners. Ensure clear communication and follow-up on important matters

Preferred Qualifications

• Experience working in a U.S.-based enterprise or supporting U.S.-based executives
• Familiarity with tools like Concur (expense management), ZoomInfo (research), or Salesforce (CRM)
• Ability to manage the executive’s personal tasks and handle ad-hoc requests when needed