Executive Assistant - ZR_29844_JOB

Job Description

This is a remote position.

Role : Admin / Executive Assistant

Schedule :   9 AM to 6 PM Pacific time including 1hour unpaid break (can be flexible with at least 2 hours overlap)

Overview :

We are seeking a highly organized, proactive Admin / Executive Assistant to provide comprehensive administrative, operational, and occasional personal support. This role requires exceptional attention to detail, strong communication skills, and the ability to manage multiple priorities in a fast-paced small business environment. You’ll support both business operations and executive productivity by managing calendars, preparing documents, organizing information, and ensuring smooth day-to-day operations.

Key Responsibilities

Executive & Administrative Support

Manage and organize executive calendar, including scheduling, rescheduling, and protecting priority time

Triage incoming emails, flag important messages, draft responses, and maintain an organized inbox

Prepare documents, presentations, agendas, and meeting notes

Maintain accurate digital filing systems and ensure smooth document organization

Conduct online research (vendors, tools, pricing comparisons, products, etc.)

Perform manual data entry as required

Assist with CRM updates (e.g., HubSpot), including maintaining contact lists, logging notes, and updating data

Support internal communication through drafting and formatting memos, reports, and updates

Prepare weekly or monthly administrative summaries, KPIs, and status updates

Assist with event coordination (industry shows, client events, internal meetings)

Light Bookkeeping & Budget Support

Gather and organize receipts

Track expenses and update spreadsheets

Assist with basic financial documentation prep

Personal Assistance (As Needed)

Schedule personal appointments and coordinate household logistics

Assist with online purchases, reservations, and travel planning

Coordinate online or phone-based personal errands

Research household vendors (contractors, repair services, etc.)

Requirements

General Expectations

Exceptionally organized and detail-oriented

Strong communication and proactive work style

Ability to anticipate needs and ask clarifying questions

High level of discretion and professionalism handling confidential information

Comfortable working in a dynamic small-business environment

Ability to juggle multiple tasks and shift priorities as needed

Software & Tools

Strong proficiency in Microsoft Office (Excel, PowerPoint, Word, Outlook)

Familiarity with CRM tools (preferably HubSpot)

Comfortable learning new tools as required

Independent Contractor Perks :

• HMO Coverage for eligible locations
• Permanent work-from-home
• Immediate hiring
• Steady freelance job

ZR_29844_JOB

Requirements

Key Responsibilities Executive & Administrative Support Manage and organize executive calendar, including scheduling, rescheduling, and protecting priority time Triage incoming emails, flag important messages, draft responses, and maintain an organized inbox Prepare documents, presentations, agendas, and meeting notes Maintain accurate digital filing systems and ensure smooth document organization Conduct online research (vendors, tools, pricing comparisons, products, etc.) Perform manual data entry as required Assist with CRM updates (e.g., HubSpot), including maintaining contact lists, logging notes, and updating data Support internal communication through drafting and formatting memos, reports, and updates Prepare weekly or monthly administrative summaries, KPIs, and status updates Assist with event coordination (industry shows, client events, internal meetings) Light Bookkeeping & Budget Support Gather and organize receipts Track expenses and update spreadsheets Assist with basic financial documentation prep Personal Assistance (As Needed) Schedule personal appointments and coordinate household logistics Assist with online purchases, reservations, and travel planning Coordinate online or phone-based personal errands Research household vendors (contractors, repair services, etc.) Requirements General Expectations Exceptionally organized and detail-oriented Strong communication and proactive work style Ability to anticipate needs and ask clarifying questions High level of discretion and professionalism handling confidential information Comfortable working in a dynamic small-business environment Ability to juggle multiple tasks and shift priorities as needed Software & Tools Strong proficiency in Microsoft Office (Excel, PowerPoint, Word, Outlook) Familiarity with CRM tools (preferably HubSpot) Comfortable learning new tools as required