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We are seeking a highly organized and proactive Executive Operations Assistant to support our CEO and senior leadership team across administrative, financial, and operational workflows.
This role serves as the connective tissue across executives, internal teams, and external partners. You will ensure calendars run smoothly, meetings are structured, financial admin is accurate, and executives are prepared and aligned.
This is not a task taker position. We are looking for someone structured, communicative, financially organized, and confident interacting with stakeholders at all levels.
Core Responsibilities
1. Executive Calendar & Meeting Management
Manage complex calendars for CEO and senior executives
Coordinate meetings across multiple time zones
Prepare professional calendar invites with agendas and documentation
Protect executive focus time
Track action items and follow ups from leadership meetings
Ensure executives are prepared for internal and external engagements
2. Cross Functional Communication
Serve as a central point of coordination between executives and teams
Communicate professionally with internal staff, senior leadership, and external partners
Draft and send polished correspondence on behalf of executives
Follow up on commitments and deliverables across departments
Ensure information flows efficiently and accurately
3. Bookkeeping & Financial Administration
Track invoices, vendor payments, reimbursements, and expenses
Ensure invoices are issued and collected on time
Coordinate with accounting or finance partners
Reconcile receipts and maintain clean financial records
Prepare simple financial summaries or trackers
Support payroll coordination and documentation
4. Administrative & Documentation Management
Maintain structured digital filing systems
Organize contracts and executive documentation
Track compliance documents and important deadlines
Build and maintain simple operational trackers
Develop SOPs for recurring processes
Working Hours: 9AM-5PM Eastern Time
Contract duration of less than 1 month. with 30 hours per week.
Mandatory skills: Virtual Assistance, Administrative Support, Data Entry, Personal Administration, Online Research, Project Management, Lead Generation, Scheduling, Communications, Customer Service, File Management, Logistics Management, Logistics Coordination, Social Media Management, Supply Chain & Logistics
Sprachkenntnisse
- English
Hinweis für Nutzer
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