Operations and Executive Assistant (Remote)

Operations and Executive Assistant
30–40 hours per week
Remote
Immediate start

About Us

We're a small, founder-led company that works with clients around the world. Headquartered on the U.S. West Coast, our fully remote team collaborates across multiple time zones. We value reliability, clear communication, and attention to detail, and we're looking for someone who enjoys being an integral part of a collaborative team.

About the Role

We're looking for a highly organized Operations and Executive Assistant to join our small remote team. This is a varied role for someone who enjoys creating order, managing recurring administrative processes, and ensuring that important tasks don't fall through the cracks.

You'll play an important role in keeping our day-to-day operations running smoothly. We'll provide thorough onboarding and training on our systems and processes, but we're looking for someone who enjoys taking ownership of their work, solving problems, and continuously improving the way things are done.

If you enjoy keeping track of many moving pieces and get genuine satisfaction from seeing tasks through to completion, you'll likely thrive in this role.

Responsibilities

Your day-to-day work will include a variety of operational and administrative tasks, including:

- Preparing and processing monthly payment runs and related communications
- Following up on overdue payments
- Tracking outstanding financial statements and other requested documents, and following up until they're received
- Following up on outstanding and pending items
- Maintaining accurate records in our internal database and online systems
- Processing and organizing digital files in Google Drive and Dropbox
- Responding to routine emails, including requests for images, approvals, invitations, and other administrative inquiries
- Monitoring shared inboxes and ensuring requests reach the appropriate team member
- Updating and maintaining our WordPress website, including correcting minor issues such as broken links
- Assisting with a variety of operational and administrative projects as needed

No two days are exactly alike. Some tasks are recurring and process-driven, while others require initiative, flexibility, and good judgment.

About You

You are someone who:

- Is exceptionally organized and detail-oriented
- Enjoys bringing order to busy workflows and finding practical ways to make processes more efficient
- Is comfortable managing multiple priorities at once
- Communicates clearly and professionally in writing
- Is proactive and dependable
- Learns new software quickly
- Works well independently while remaining a collaborative team member
- Knows when to take initiative and when to ask questions
- Takes pride in producing accurate, high-quality work

Flexible working hours are possible, but you should have several hours of overlap with our Operations Manager during the U.S. East Coast business day. We welcome applications from candidates based in the Americas and Europe.

We're looking for someone who enjoys building a long-term working relationship and becoming a trusted member of a small, collaborative team.

Skills & Experience Required

- Excellent written English
- Strong organizational and time-management skills
- Experience with Google Workspace (Gmail, Google Calendar, Google Drive, Docs, and Sheets)
- Good working knowledge of Microsoft Word and Excel
- Comfortable learning new online tools and software
- Close attention to detail and accuracy

Nice to Have

- Previous experience supporting a founder, executive, or small business
- Experience with WordPress
- Familiarity with CRM systems
- Experience using Dropbox or similar cloud-based file management tools
- Experience working remotely as part of a small team

To Apply

To help us identify candidates who pay attention to detail, please begin your proposal with the words "Details matter."

We'd also appreciate a brief introduction telling us why you think you'd be a good fit for this role and highlighting any experience that's particularly relevant.

If this sounds like the kind of role where you'd thrive, we'd love to hear from you.