Executive Assistant

Position Details:
Executive Assistant

Duties:
Calendar tracking and management for senior leadership
Tracking and following up on time-sensitive company tasks (e.g., bill payments, insurance renewals, tax filings)
Booking and managing travel logistics including flights, hotels, ground transport, and visa support
Preparing, writing, and formatting internal and external documents (e.g., contracts, invoices, presentations)
Supporting both virtual and in-person meeting logistics and follow-ups
Drafting and sending contracts to new hires, supporting the onboarding process, and ensuring all onboarding steps (access, emails, docs, etc.) are aligned and completed
Organizing and maintaining all types of files and documents on OneDrive
Assisting with expense tracking and reimbursement coordination
Maintaining shared files and records in OneDrive
Creating and managing task lists, reminders, and internal workflows
Coordinating with external vendors, banks, and service providers
Coordinating and scheduling meetings, and capturing detailed meeting minutes when needed.
Providing proactive reminders for deadlines, escalations, and follow-ups
Supporting HR-related tasks using our HR platform (OrangeHRM)
Handling sensitive banking and financial information, including:
Managing benefits payments, recurring subscriptions, and company bills
Tracking bank and credit card statements
Coordinating with internal finance leads and external CPA
Org chart update and management
Performing other administrative and operational duties as assigned — this is an all-in-one support role requiring flexibility and ownership

Required Skills:
Excellent written and verbal communication skills in English
Strong time management and the ability to work independently with minimal supervision
High attention to detail and proactive follow-through on deadlines
Comfortable handling confidential HR, financial, and banking information
Ability to coordinate and track sensitive tasks like insurance, taxes, and bill payments
Familiarity with meeting scheduling, calendar management, and note-taking/minutes capture
Experience supporting executive-level leadership with day-to-day admin and operations
Strong document organization and workflow management using tools like OneDrive
Must be fully comfortable working in alignment with U.S. time zones and work culture

Qualifications:
Minimum 2–3 years of experience in an executive assistant, operations, or virtual admin role
Proven ability to support senior leadership across multiple departments (e.g., operations, HR, finance)
Experience with document preparation, task management, and internal workflow coordination
Familiarity with HR tools (e.g., OrangeHRM) and banking/financial processes (e.g., paying vendors, tracking benefits, managing statements)
Ability to handle time-sensitive tasks with a high level of ownership and accountability
Comfortable working in alignment with U.S. time zones and business operations
Skilled in organizing, tracking, and prioritizing tasks across multiple platforms and systems
Demonstrated discretion and professionalism when handling confidential or sensitive information

Apps | Tools:
DocuSign (for contract and signature workflows)
Adobe Acrobat (for PDF editing and document formatting)
Microsoft Teams (for internal communication and meetings)
Microsoft Office Suite (especially Outlook, Word, Excel, and PowerPoint)
OneDrive (file organization and sharing)
Org chart or diagramming tools (e.g., L ---------- , Canva, or equivalent — a plus but not required)

Employment Type & Salary:
Part-time (20 hours/week) at $8.00 per hour