Executive Assistant/ Operations Administrator
About the role
We are recruiting on behalf of an established U.S.-based consulting and professional services firm looking for a highly organized, proactive Executive Assistant / Operations Administrator to support two founders.
This is a taskmaster-style role for someone who takes ownership of getting things done. The founders are highly client-facing and billable, so the goal of this position is to remove the administrative burden from their plates and ensure that important tasks, communications, invoices, documents, and follow-ups never fall through the cracks.
We're looking for someone who doesn't simply wait to be told what to do. You should naturally monitor what is outstanding, identify what needs attention, chase people when necessary, and make sure tasks are completed on time.
Key Responsibilities
Executive & Admin support
Manage and monitor administrative tasks for the founders
Track outstanding actions and follow up until completion
Manage calendars, meetings, appointments, and scheduling
Prepare, organize, and send documents
Manage digital files and documentation
Draft and send routine emails and correspondence
Ensure important communications are actioned promptly
Keep the founders organized and aware of upcoming deadlines
Invoicing & Financial Administration
Prepare and send client invoices
Track outstanding invoices and follow up on overdue payments
Ensure invoices are issued accurately and on time
Maintain organized invoice and payment records
Follow up with clients regarding outstanding balances
Assist with basic financial and administrative reporting
Ensure recurring billing tasks are completed without reminders
Task & Operations Management
Maintain a clear overview of ongoing administrative tasks
Chase outstanding actions with internal and external stakeholders
Track deadlines, commitments, and deliverables
Identify administrative bottlenecks before they become problems
Create checklists and systems to prevent tasks from being missed
Improve and document recurring administrative processes
Take ownership of operational tasks from start to finish
Microsoft 365 – Mandatory
Strong Microsoft 365 proficiency is essential for this role.
You should be highly comfortable working across
Microsoft Outlook
Microsoft Excel
Microsoft Word
Microsoft PowerPoint
Microsoft Teams
OneDrive
SharePoint
Candidates should be able to work confidently within Microsoft 365 with minimal training.
Strong Excel and overall Microsoft 365 knowledge will be a significant part of the role.
What We're Looking For
2+ years of experience in Executive Assistance, Operations, Office Administration, or a similar position
Strong experience supporting executives, founders, consultants, or professional services teams
Excellent organizational and time-management skills
Experience with invoicing and financial administration
Strong Microsoft 365 proficiency
Excellent written and spoken English
Extremely detail-oriented
Comfortable managing multiple priorities simultaneously
Proactive and self-directed
Confident following up and chasing outstanding tasks
Comfortable handling confidential information
Able to work independently in a remote environment
If you're an experienced Executive Assistant who loves bringing structure, accountability, and organization to a busy business, we'd love to hear from you.