Executive Assistant (Operations, Compliance, It, Marketing, Administration)

We are a fast-growing company seeking a high-performing Executive Assistant to support our operations, compliance, IT, digital marketing, recruitment, strategy, sales, and personal administrative tasks. This position is fully remote, and the ideal candidate is detail-oriented, tech-savvy, and proactive, with the ability to manage complex projects and daily tasks independently.
Key Responsibilities
1. Compliance & Legal Support
o File and track permits/licenses with relevant agencies.
O Draft, proofread, and organize legal documents (contracts, lawsuits, compliance reports).
O Maintain records of vehicle compliance, bonds, liabilities, and personal guarantees.
2. Operations Management
o Oversee Gohighlevel (ghl) crm leads and ensure timely follow-ups.
O Coordinate sales rep assignments, track performance, and manage deadlines for reassignments.
O Arrange the recovery of company-owned vehicles or equipment when needed.
3. IT Oversight
o Manage Office 365 user permissions and troubleshoot basic issues.
O Control access on platforms like JobNimbus to ensure data security.
O Oversee website and app development projects, liaising with designers and developers.
O Monitor social media and LinkedIn accounts, scheduling content and providing engagement strategies.
4. Digital Marketing Coordination
o Track performance of Meta (Facebook/Instagram) campaigns, monitor budgets, and suggest optimizations.
O Work with designers to review graphics and branding materials, ensuring consistency.
5. Recruitment & Onboarding
o Post jobs on Zoho Recruit and other platforms, screen candidates, and maintain an organized pipeline.
O Coordinate the onboarding of new hires and subcontractors, ensuring compliance and account creation.
6. Strategic Coordination
o Develop and update SOPs (Standard Operating Procedures).
O Maintain pipelines, spreadsheets, and data for real-time insights.
O Conduct research on innovative methods to optimize processes and solve problems creatively.
7. Sales & Financial Support
o Schedule inspections (ITELs & ATR) and manage sales-related paperwork.
O Calculate and track deferred income and WIP (Work in Progress), ensuring accurate financial data.
8. Personal Assistance
o Manage email inboxes and calendars, prioritizing tasks and appointments.
O Track personal receivables and liabilities, ensuring timely payments and collections.
________________________________________
Requirements & Qualifications
• Experience:
o 3+ years in a multi-faceted Executive Assistant or Operations role.
O Proven track record supporting C-level or upper management with minimal supervision.
• Technical Skills:
o Proficiency with Office 365, crm/erp tools (e.g., GoHighLevel, JobNimbus, Zoho), and project management software (e.g., Trello, Asana).
O Familiarity with Meta Ads and social media platforms.
O Solid understanding of basic compliance and legal documentation.
• Soft Skills & Characteristics:
o Highly organized, detail-focused, and able to multitask effectively.
O Strong analytical and problem-solving abilities.
O Excellent English communication skills, both written and verbal.
O Comfortable handling confidential information with integrity.
• Preferred:
o Background in marketing or operations management.
O Experience with financial calculations (e.g., Deferred income, WIP).
________________________________________
Why Join Us?
• Dynamic Environment: Work directly with senior leadership and get involved in strategic decision-making.
• Professional Growth: Expand your skill set in operations, compliance, IT, and digital marketing.
• Flexible Work Setup: Fully remote role with the potential for long-term collaboration.
• Competitive Compensation: We recognize and reward high performance.