Executive Assistant

Provide trusted executive support, keep priorities moving, and bring accuracy and discretion to critical business activities.

WFH Ready

Can Start Asap

Position Summary

We are seeking a highly organized, proactive, and trustworthy

Executive Assistant

to provide comprehensive administrative, operational, and executive support. This role is a key partner to leadership, managing communications, coordinating business activities, supporting onboarding, processing invoices and expenses, maintaining contracts and records, and ensuring day-to-day operations run efficiently.

The ideal candidate demonstrates exceptional attention to detail, strong judgment, emotional intelligence, and the ability to manage multiple priorities in a fast-paced environment. They must handle sensitive information with discretion and communicate professionally with executives, managers, employees, customers, vendors, and stakeholders.

Key Responsibilities

Executive Support & Communication

Manage executive calendars, scheduling, meeting coordination, and related logistics.

Screen, prioritize, and route emails.

Provide support outside normal business hours when urgent business needs arise.

Prepare and submit expense reports accurately and on time.

Organize and reconcile receipts and supporting documentation.

Track reimbursements and follow up on outstanding approvals.

Review invoices for accuracy against purchase orders, contracts, and supporting documents.

Coordinate invoice approvals and payment processing.

Maintain organized records of invoices, expenses, approvals, and payments.

Communicate with vendors and internal stakeholders regarding payment inquiries.

Prepare and distribute offer letters using approved company templates.

Coordinate employment details with hiring managers and HR.

Send onboarding documents and track completion.

Maintain accurate and secure onboarding records.

Support a smooth and positive new hire onboarding experience.

Contract & Document Administration

Maintain secure and organized digital records of company, client, and vendor agreements.

Coordinate electronic signature requests and document retention.

Track contract execution and renewal dates.

Prepare, proofread, distribute, and archive business documents.

Safeguard confidential legal, financial, personnel, payroll, and compensation information.

Professional Relationships & Confidentiality

Interact professionally with leaders, employees, customers, and vendors.

Handle confidential and sensitive matters with discretion.

Demonstrate sound judgment, emotional intelligence, and professionalism.

Build strong working relationships across all levels of the organization.

Proactively anticipate needs, identify risks, and support leadership priorities.

Qualifications

Required

3+ years of executive, administrative, or business support experience.

Strong proficiency in Microsoft Outlook, Word, Excel, PowerPoint, and Teams.

Excellent written and verbal communication skills.

Proven ability to maintain confidentiality.

Exceptional attention to detail and organizational skills.

Ability to manage multiple priorities and deadlines independently.

Preferred

Experience with expense reporting and reimbursement processes.

Experience with invoice processing, contract administration, and document management.

Familiarity with DocuSign, Adobe Sign, or similar e-signature platforms.

Core Competencies

Confidentiality & Integrity

Executive Presence

Attention to Detail

Sound Judgment

Organization & Follow-Through

Proactive Problem-Solving

Effective Communication

Success in This Role

Keeps executives organized, informed, and prepared.

Processes invoices, expenses, contracts, and onboarding documents accurately and on time.

Maintains professionalism and discretion when handling sensitive information.

Builds strong relationships with internal and external stakeholders.

Anticipates needs, resolves issues proactively, and enables leadership success.