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