Job Description

Job Summary

We are seeking a proactive and highly organized Admin Assistant to support the CEO in day-to-day operations, high-priority projects, and strategic initiatives. This role demands exceptional attention to detail, excellent communication skills, and the ability to manage a wide array of administrative and operational tasks with discretion and efficiency. You’ll be a key partner in helping the CEO stay focused, organized, and responsive in a fast-moving environment.

Key Responsibilities

Calendar & Inbox Management

• Manage the CEO’s inbox and calendar, prioritize time-sensitive requests, schedule internal and external meetings, and coordinate travel arrangements with precision and confidentiality.

Interview Coordination

• Organize and schedule candidate interviews, communicate with applicants, and liaise with hiring managers to ensure a smooth and timely recruitment process.

Billing & Payment Support

• Track invoices, prepare billing summaries, process vendor payments, and assist with payment follow-ups and reporting using basic accounting or billing tools.

Document & Presentation Support

• Draft, edit, and proofread proposals, slide decks, memos, and internal documentation. Ensure all materials are polished, accurate, and ready for review or presentation.

Client & Vendor Communication

• Respond to general inquiries, coordinate follow-ups, and maintain positive communication with clients, consultants, and vendors on behalf of the CEO.

Sales and Marketing

• Provide flexible support across departments—including sales, marketing, recruiting, and operations—based on shifting priorities in a startup environment.

Requirements

Experience:

• 2–5 years in an executive assistant, office management, or administrative role—preferably in a startup, small business, or consulting firm. Experience in recruiting, billing, or customer-facing roles is a plus.

Education:

• High school diploma required; Associate’s or Bachelor’s degree preferred.

Skills:

• Highly organized with excellent time management
• Strong written and verbal communication
• Proficient in Microsoft Office and Google Workspace
• Able to manage competing priorities independently
• Familiar with basic accounting, invoicing, or billing tools

Preferred Qualifications

• Experience using Calendly , Smartsheet , or other scheduling/project tools
• Familiarity with billing or accounting systems (e.g., QuickBooks, Deel or Bill.com)
• Background in recruiting coordination or HR administration
• Comfortable working in a distributed, fast-paced environment

Travel Requirements

• This role would require occasional travel to event and conferences

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