Executive Assistant/ Operations Administrator

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

 

• 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
• 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

• 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.