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 1ā3 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 3ā6 (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
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 1ā3 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 3ā6 (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