Executive Assistant

Overview

Knowledge Services is seeking a highly organized, proactive, and detail-oriented Executive Assistant (EA) to provide both administrative and operational support in a fully remote, long-term role on behalf of our client. This position is ideal for someone who thrives in a fast-paced environment, enjoys building systems, and can evolve from foundational administrative support into a more strategic partner.

 

The ideal candidate will bring strong experience in process optimization, data tracking, and executive support, with a demonstrated ability to build and manage systems that improve efficiency and visibility.

 

Experience Required

The ideal candidate should have hands-on experience with:

• Expense report management and tracking
• Drafting and documenting Standard Operating Procedures (SOPs)
• Evaluating and tracking Key Performance Indicators (KPIs)
• Building executive dashboards and reporting tools
• Process documentation and workflow standardization
• Utilizing procurement tools and vendor management systems

Responsibilities

Role Responsibilities

Phase 1: First 1–3 Months (Foundational Support)

Focus: Build trust, streamline administrative workflows, and reduce repetitive workload

• Manage executive calendar and scheduling
• Oversee email inbox organization and prioritization
• Conduct travel research and create detailed itineraries
• Prepare meeting agendas and take detailed notes
• Perform data entry and maintain CRM systems
• Organize and maintain digital file systems
• Track and manage expenses
• Draft and document Standard Operating Procedures (SOPs)
• Manage passwords and login credentials securely
• Draft internal communications and updates
• Develop internal templates for recurring needs
• Set reminders and manage deadlines
• Research vendors, tools, and software solutions
• Compile and maintain contact lists
• Create basic presentation materials
• Draft follow-up and thank-you communications
• Convert meeting notes into actionable task lists
• Track project progress (e.g., Asana or similar tools)
• Collect and organize stakeholder feedback

Phase 2: Months 3–6 (Systems & Operational Support)

Focus: Transition into operational support and systems integration

• Coordinate across team members, stakeholders, and contractors
• Manage recurring workflows and process automation
• Track KPIs and maintain performance dashboards
• Prepare regular status and performance reports
• Track invoices, renewals, and procurement timelines
• Manage follow-ups across projects and stakeholders
• Coordinate event planning and logistics
• Monitor and summarize relevant industry news and insights
• Create and manage surveys or feedback forms
• Maintain file version control and documentation systems

Qualifications

Qualifications

• Proven experience as an Executive Assistant, Operations Assistant, or similar role
• Strong organizational and multitasking skills with attention to detail
• Experience supporting executives in a remote work environment
• Proficiency with tools such as Google Workspace, Microsoft Office, CRM systems, and project management platforms (e.g., Asana)
• Experience building SOPs, dashboards, and operational systems
• Strong written and verbal communication skills
• Ability to handle confidential information with discretion
• Self-starter with the ability to anticipate needs and take initiative

Preferred Qualifications

• Experience with KPI tracking and data reporting
• Familiarity with procurement tools and vendor management processes
• Experience building executive dashboards or reporting frameworks
• Background in process improvement or operations support

What Success Looks Like

• Executive time is optimized and freed from repetitive administrative tasks
• Systems, SOPs, and workflows are clearly documented and consistently followed
• KPIs and performance metrics are tracked and reported efficiently
• Communication and coordination across teams are seamless
• The EA evolves into a trusted operational partner

Work Environment

• Fully remote, long-term position
• Flexible work environment with expectations for responsiveness and reliability
• Opportunity to grow into a more strategic or operational role over time

 

Physical Requireme