About the Role:

The Executive Administrator provides high-level administrative and operational support to the Operations Officer, with a primary focus on CEO calendar management, client contract coordination, and staff administration. This role helps keep key organizational processes organized, current, and on track.

The ideal candidate is highly detail-oriented, proactive, and comfortable managing multiple administrative responsibilities with minimal supervision. The ability to take initiative, maintain accurate records, coordinate across teams, and follow through on deadlines is essential to success in this role.

Key Responsibilities

• Manage and maintain the CEO’s calendar, including scheduling and coordinating appointments and meetings
• Track client contracts and coordinate required actions, updates, and follow-ups
• Monitor staff availability and maintain accurate availability records
• Coordinate staff training administration and track completion
• Maintain compliance tracking and ensure required information is kept current
• Prepare and maintain administrative reports and supporting documentation
• Coordinate information and follow-ups across internal teams and external clients as needed
• Maintain organized records and ensure important deadlines and action items are tracked
• Use established systems to document, monitor, and report on administrative activities
• Spend approximately 0–25% of each shift handling phone-based communication

Qualifications & Skills

Important Skills:

• Strong executive and administrative support skills
• Exceptional attention to detail
• Calendar and schedule management
• Contract tracking and coordination
• Strong organizational and time management skills
• Staff administration and training coordination
• Compliance tracking and reporting
• Excellent written and verbal communication skills
• Proficiency with Microsoft 365 and business productivity platforms
• Ability to manage confidential and time-sensitive information
• Strong follow-through and documentation skills

Ideal Personality & Mindset:

• Highly detail-oriented and thorough
• Proactive and takes initiative
• Dependable and accountable
• Organized and structured
• Self-directed and resourceful
• Professional and service-minded
• Able to anticipate needs and follow through on tasks
• Comfortable managing multiple priorities
• Adaptable and collaborative
• Discreet and trustworthy when handling sensitive information

Tools & Technologies

• Microsoft 365: Word, Excel, PowerPoint, Outlook, SharePoint, OneDrive, Teams, Forms
• PandaDoc
• monday.com
• Zoom
• WorkflowMax

Skills requirements:

• Excellent English verbal and written communication
• Strategic thinker
• Writing and documentation skills
• Must be able to prioritize work
• Courteous and friendly
• Organized and has great attention to detail and quality assurance
• Ability to build trust
• Ability to work independently and manage multiple priorities
• Phone communication skills
• Other skills as required

Software requirement:

• Licensed OS

Hardware requirements:

• 5 MBPS or higher Internet (hardwired / not WIFI). If you don’t have 5 MBPS then you must agree to if selected.
• Private and quiet dedicated home office area
• Modern computer and operating system
• Back-ups in case of power or Telco interruptions
• Good headset and webcam (Preferably noise-canceling headset)

Work Schedule & Environment

• Monday through Friday
• 9:00 AM – 5:30 PM US East Coast Time (EDT)
• Includes a 30-minute break
• Remote work environment
• Primarily administrative and coordination-focused role with limited phone communication

Compensation

• $5/hour.
• All raises and bonuses are at the discretion of the client.