remote work jobs

Position: Executive Assistant

Reports To: CEO

Work Arrangement: Remote

Company Overview:

Were currently looking for an experienced Executive Assistant to work closely with the CEO and other departments. Our Company is a global Human Resource consulting and recruitment agency that supports business growth.

Key Responsibilities:

• Document Drafting & Contract Management:

  • Draft, review, and send contracts to employees and partners.

  • Maintain and update contract templates, ensuring accuracy and consistency.

  • Coordinate contract execution and follow-ups with stakeholders.

• Employee Onboarding & Technical Support:

  • Manage employee onboarding, including account creation and technical setup.

  • Provided technical support to employees, troubleshot issues, and ensured smooth operation of software and tools.

• Team Alignment & Administrative Support:

  • Oversee team alignment with work standards, including tracking weekly/monthly work reports.

  • Support G-workspace administration, including account management, permissions, and system maintenance.

  • Conduct research to support ongoing projects and initiatives.

• Vendor & External Communication:

  • Communicate with external service providers and partners, to manage services and resolve issues.

  • Coordinate with third-party providers to ensure timely and efficient service delivery.

  • Contact as needed and arrange online meetings or calls to discuss services, resolve issues, or clarify details.

  • Send and follow up on email correspondence to ensure timely and efficient service delivery.

• Process Improvement & Undefined Tasks:

  • Proactively identify operational needs and resolve issues to ensure smooth daily operations (e.g., creating alternative emails, switching document ownership).

  • Regularly review internal processes for improvements and take the initiative to implement changes as necessary.

• Calendar Management & Event Coordination:

  • Manage and coordinate the executive teams calendar, scheduling meetings and appointments.

  • Arrange team meals, workspace bookings, and other events.

  • Organize and send gifts to clients, partners, or employees as part of relationship-building efforts.

• Creative & Design Support:

  • Assist in designing and updating the company handbook, ensuring all content is current and aligned with organizational standards.

  • Collaborate on brainstorming sessions for future projects, providing feedback and support where needed.

• General Administrative Duties:

  • Handle various administrative tasks to ensure smooth day-to-day operations, including filing, document management, and maintaining an organized workspace.

  • Assist with various tasks as they arise, maintaining flexibility and a positive attitude.

Qualifications:

• Proven experience as an executive assistant or in a similar administrative role.

• Strong proficiency in G-workspace (Google Suite), and other productivity tools.

• Strong proficiency in English, both written and verbal, with excellent communication skills.

• Strong organizational and time-management skills, with the ability to prioritize and manage multiple tasks simultaneously.

• Ability to work independently, take initiative, and maintain a high level of discretion and confidentiality.

• Creative problem-solving skills and a proactive approach to process improvement.