Executive Assistant

About the Role

Our US-based client is a small, fast-moving engineering firm looking for an Executive Assistant who thrives in organized chaos, communicates with zero ambiguity, and adapts faster than their sprint cycles. This role directly supports their incoming Operations Lead and serves as the administrative backbone of the ops team.

This is not a passive inbox-monitoring role. You’ll be embedded in daily operations: managing communications, keeping their project management system clean and current, and making sure the right information gets to the right people without anyone having to chase it down.

If you’re the kind of person who finds satisfaction in making a busy team run like a well-oiled machine, keep reading.

What You’ll Be Doing

Project Management Administration

Own day-to-day tasks in ---------- : logging updates, assigning items, maintaining task hygiene, and keeping workflows moving.

Communications Management

Monitor and triage incoming messages across email and Productive. Route client-related and internal communications to the appropriate tea ---------- mbers with proper context and urgency.

Finance & Admin Support

Assist with recurring weekly finance tasks such as accounts payable/receivable tracking, payroll prep support, and data entry. Processes are teachable — attention to detail and reliability matter more than a CPA license.

Special Projects & Reporting

Support the ops team on ad hoc projects, primarily through data collection, structured data entry, and drafting clear, organized reports.

Daily Ops Standup

Participate in a brief daily sync with the ops/admin team (separate from the full production team huddle).

Time Tracking & Accountability

Accurately track work hours and task activity using Hubstaff to ensure transparency, productivity alignment, and operational clarity.

Candidate Evaluation Criteria

Applicants will be evaluated based on:

Relevant Work Experience
Software & Technical Proficiency
Remote Work Experience & Adaptability
English Proficiency (Spoken & Written)
Professionalism & Attitude
Response Time & Clarity
Internet & Work Setup
Commitment to Role & Availability
Time Management & Dependability
Problem-Solving Skills
Willingness to Learn & Adapt
Experience using Hubstaff (or ability to quickly learn time-tracking tools)

What We’re Actually Looking For

Non-negotiables:

Clear, professional written and verbal communication in English — this is the #1 hiring criterion, full stop
Ability to adapt to shifting priorities without requiring constant hand-holding
Comfortable working across multiple tools and systems; tech-savvy enough to learn new platforms quickly
Reliable, responsive, and proactive during morning working hours
Consistent and accurate use of Hubstaff for time tracking and accountability
Strong organizational skills and attention to detail under pressure

Nice to have:

Experience with ---------- or similar project management platforms (ClickUp, Asana, ---------- )
Background in finance admin, bookkeeping, payroll processing, or accounts management
Experience supporting a senior executive or operations lead in a remote environment
Prior experience using Hubstaff or similar productivity tracking tools
Experience working with distributed or fast-moving teams

The Reality of the Role

Things move fast here. Priorities shift. Context changes. Sometimes all in the same hour.

We’re not looking for perfect conditions — we’re looking for someone who keeps the system steady even when everything else is moving.

If you like structure, ownership, and being the person who quietly keeps the machine running, you’ll do well here.

Application Instructions

Interested candidates should submit:

To apply, please complete the application form below:
---------- /applicant-form/cc75295ffa2c ---------- b061d541e2e&&ff29e11eb076d ---------- e4d15a2a77

After submitting the form, kindly send:

Your updated CV
A short introduction video (1–3 minutes)

We look forward to reviewing your application.