Executive Assistant – Operations Administrator

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Assist World

WebsiteLinkedInAll Job Openings

51 - 200 employees

Founded 2022

🎯 Recruiter

🤝 B2B

Recruitment • B2B

<Assist World> Assist World is a virtual assistant staffing and outsourcing company that matches businesses with vetted remote assistants across administrative, accounting, customer service, sales, social media, e-commerce, and industry-specific roles. They provide rapid discovery, matching, and onboarding, a management dashboard and dedicated account managers, and a satisfaction guarantee with rematch or refund options. Assist World serves businesses globally, emphasizes cost-effective, flexible staffing (part-time or full-time) with no long-term lock-ins, and promotes a bench of thousands of pre-vetted assistants for scalable teams.

📋 Description

• Support two founders of a U.S.-based consulting and professional services firm • 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 • Prepare and send client invoices • Track outstanding invoices and follow up on overdue payments • Maintain invoice and payment records • Follow up with clients regarding outstanding balances • Assist with basic financial and administrative reporting • Complete recurring billing tasks • Maintain an overview of administrative tasks, deadlines, commitments, and deliverables • Chase outstanding actions with internal and external stakeholders • Identify administrative bottlenecks • Create checklists and systems to prevent missed tasks • Improve and document recurring administrative processes • Take ownership of operational tasks from start to finish

🎯 Requirements

• 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 • Proficiency in Microsoft Outlook, Excel, Word, PowerPoint, Teams, OneDrive, and SharePoint • 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 • Able to work Central Standard Time (CST) working hours

🏖️ Benefits

• 100% remote • $50 birthday bonus • $200 testimonial bonus • No tracker • Central Standard Time (CST) working hours • Full-Time (40 hours per week)