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Overview

Knowledge Services is looking for a highly organized Executive Assistant to provide administrative and operational support in a fully remote, long-term position for its client. This role is suited to someone who works well in a fast-moving setting, enjoys creating structured processes, and can grow from handling core administrative work into a more strategic support partner.

The preferred candidate will have strong experience in improving workflows, tracking data, and supporting executives. A key part of the role is building systems that improve efficiency, clarity, and day-to-day visibility.

Key experience needed

Managing and monitoring expense reports
Writing and maintaining standard operating procedures (SOPs)
Tracking and reviewing key performance indicators (KPIs)
Creating executive dashboards and reporting tools
Documenting processes and standardizing workflows
Working with procurement tools and vendor management systems

Responsibilities: initial 1-3 months

During the first stage, the focus is on earning trust, improving administrative flow, and reducing repetitive work.

Coordinate the executive calendar and manage scheduling needs
Organize, sort, and prioritize the email inbox
Research travel options and build detailed itineraries
Prepare meeting agendas and capture thorough notes
Enter data accurately and keep CRM records up to date
Maintain organized digital filing systems
Monitor and reconcile expenses
Draft and record SOPs
Safely manage passwords and login details
Create internal updates and communications
Build reusable templates for recurring tasks
Set reminders and track important deadlines
Research vendors, tools, and software products
Maintain contact databases and lists
Prepare simple presentation materials
Write follow-up notes and thank-you messages
Turn meeting notes into clear action items
Track project status in tools such as Asana or similar platforms
Gather and organize feedback from stakeholders

Responsibilities: months 3-6

As the role develops, the focus shifts toward operational support and helping maintain systems across the business.

Coordinate with team members, stakeholders, and contractors
Support recurring workflows and automation efforts
Track KPIs and keep performance dashboards updated
Prepare regular reports on status and performance
Monitor invoices, renewals, and procurement timelines
Follow up on projects and stakeholder requests
Help coordinate events and related logistics
Review and summarize relevant industry updates and insights
Create and manage surveys or feedback forms
Maintain version control and organized documentation systems

Qualifications

Background as an Executive Assistant, Operations Assistant, or in a similar support role
Strong ability to stay organized, manage multiple tasks, and maintain attention to detail
Prior experience supporting leaders in a remote work setup
Comfort using Google Workspace, Microsoft Office, CRM platforms, and project management tools such as Asana
Hands-on experience creating SOPs, dashboards, and operational processes
Excellent written and spoken communication skills
Ability to handle sensitive information discreetly
Self-directed approach with the ability to anticipate needs and take initiative

Preferred background

Exposure to KPI tracking and reporting
Familiarity with procurement systems and vendor coordination
Experience developing executive dashboards or reporting structures
Previous work in process improvement or operations support

Success in this role looks like

The executive’s time is protected by removing repetitive administrative work
Processes, SOPs, and workflows are documented clearly and followed consistently
KPIs and performance data are tracked and reported effectively
Communication and coordination across groups remain smooth
The EA grows into a trusted operational partner

Work environment

This is a fully remote, long-term position
The role offers flexibility, but responsiveness and reliability are expected
There is room to grow into a more strategic or operational position over time

Physical requirements

The job often involves sitting and handling objects with the hands
It also requires standing, walking, reaching, speaking, hearing, and lifting up to 50 pounds

Additional information

Knowledge Services provides reasonable accommodations to applicants and employees with disabilities. If you need an accommodation during any stage of the application or hiring process, you may contact [email protected].

Knowledge Services is an equal opportunity employer and is committed to building a diverse, inclusive workforce. Employment decisions are made without discrimination based on disability, veteran status, or any other protected category under applicable federal, state, or local law. People with disabilities, veterans, and military families are encouraged to apply.

Executive Assistant