Executive Assistant

Job Description: Manage and maintain the CEO and/or Business Director's daily calendar, including scheduling meetings, appointments, and reminders across multiple time zones.Coordinate internal and external communications on behalf of the CEO and/or Business Director with professionalism and confidentiality.Follow up and monitor with team members, vendors, clients, and partners on behalf of CEO and/or Business DirectorScreen emails, prioritize urgent matters and draft responses when appropriateOrganize virtual meetings, prepare agendas, take minutes of meeting, and ensure follow-up on action items.Prepare reports, presentations, spreadsheets, and business documents for executive review.Maintain accurate and organized digital filing systems and confidential company records.Conduct online research and compile information for business decisions, partnerships, and strategic initiatives.Help streamline administrative systems and recommend process improvements for operational efficiency.Track executive priorities and proactively anticipate scheduling conflicts or business needs.Manage personal executive tasks and ad hoc assignments with discretion and reliability.Serve as a dependable point of contact between the CEO and/or Business Director and internal/external stakeholders.Assist with project coordination and ensure deadlines and deliverables are met across departments.Provide ongoing support for operations, field staff, and internal departments by managing documentation, schedules, and workflowsCoordinate with team members and vendors to ensure smooth logistics, system processes, and equipment supportMonitor business platforms and internal tools for system statuses, updates, and user supportFacilitate issue tracking and resolution by collaborating with field personnel and reporting toolsAssist in weekly and monthly reporting, data entry, and performance logsSupport leadership with executive-level assistance, scheduling, follow-ups, and general supportEnsure all communications and tasks are handled with high level of professionalism, urgency, and confidentiality.Maintain responsiveness during agreed working hours and provide consistent executive support in a remote environment.Requirements: Minimum 2 years experience as an Executive Assistant, or in a similar administrative support roleStrong English communication skills (written and verbal)Proficient in using digital platforms and productivity tools (e.g., Google Workspace, Microsoft Office, task trackers)Excellent attention to detail and organizational skillsCapable of managing multiple responsibilities with little supervisionComfortable troubleshooting and following structured workflowsReliable and accountable with a solutions-oriented mindsetFamiliarity with tools like Odoo, project management systems, or barcode/labeling platforms (Preferred)Background in coordinating with vendors or handling procurement tasksExperience in collections, basic bookkeeping, and invoicing is required.Benefits: Competitive salaryFlexible work arrangementsProfessional development opportunities