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 Requirements: 

Job frequently requires sitting, handling objects with hands.

Job requires standing, walking, reaching, talking, hearing, and lifting up to 50 pounds.

Knowledge Services is committed to working with and providing reasonable accommodations to individuals with disabilities. If you need a reasonable accommodation for any part of the application or hiring process, please contact [email protected].

Knowledge Services is an equal opportunity employer committed to hiring a diverse workforce and sustaining an inclusive culture. Knowledge Services does not discriminate on the basis of disability, veteran status or any other basis protected under federal, state or local laws. People with disabilities, veterans, and military families are encouraged to apply.

INDADM