Executive Assistant

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September 22

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ScaleJet | eCommerce HR agency

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HR Tech • eCommerce • B2B

ScaleJet is an eCommerce HR agency that specializes in recruiting top talent for online businesses. The company focuses on helping eCommerce organizations hire skilled professionals, ranging from junior positions to C-level executives, to fulfill their growth potential. By utilizing a deep understanding of the eCommerce landscape and employing a unique remote hiring approach, ScaleJet tailors its recruitment strategies to meet the specific needs and culture of each client. The company guarantees high-quality placements with a commitment to finding A-players that drive company success.

1 - 10 employees

👥 HR Tech

🛍️ eCommerce

🤝 B2B

📋 Description

• Anticipate CEO's needs; manage personal appointments, errands, and time-sensitive administrative matters • Manage and prioritize CEO's emails and calendar; coordinate meetings and prepare materials; provide daily check-ins via Slack/WhatsApp • Book and manage all travel arrangements, itineraries, and personal/family appointments and bills • Act as primary contact for administrative staff; communicate with team members and monitor task progress • Perform ad-hoc administrative tasks: filing, document preparation, procurement • Support small business projects: organize materials, schedule meetings, manage timelines, conduct basic research • Maintain central log of company software/tools with usernames, roles, access levels; grant/remove/update permissions; audit accounts • Set up and manage standard password management and create onboarding/offboarding checklists • Establish and enforce file naming conventions; organize shared drives; maintain Company Wiki/Knowledge Base; back up critical files • Maintain master list of software purpose, license details, user seats, and track renewals; review usage to identify redundancies

🎯 Requirements

• Proven experience as an Executive Assistant • Fluent English; spoken Spanish an advantage • Proactive and able to anticipate the CEO's needs and resolve issues before they arise • Highly organized, detail-oriented, able to work independently with minimal oversight • Flexible hours • Reliable internet connection and ability to work remotely • Experience managing email, calendar, travel bookings, and personal arrangements • Experience providing administrative support and coordinating with administrative staff • Experience assisting small business projects, conducting basic research, and preparing summaries • Experience maintaining access/accounts, password management tools, and auditing user access • Experience organizing shared drives, file naming conventions, and maintaining a company wiki/knowledge base

🏖️ Benefits

• Flexible hours • Ability to work remotely