Admin Executive Assistant

Job Title: Admin Executive Assistant
Position Type: Full-Time, Remote
Working Hours: U.S. Business Hours

About the Role

We’re hiring a highly detail-oriented Admin Executive Assistant to support client onboarding and internal coordination within a compliance-driven IT Asset Disposition (ITAD) environment.

This is a precision-critical role where accuracy, documentation discipline, and proactive follow-through directly protect operational quality and compliance standards. The ideal candidate thrives in structured environments, anticipates needs before they arise, and ensures nothing falls through the cracks.

What You’ll Own

Administrative Coordination & Scheduling

• Manage scheduling, coordination, and administrative workflows supporting internal teams and client-facing activities.
• Facilitate clear communication between leadership, clients, and internal stakeholders.
• Anticipate administrative needs to protect leadership bandwidth and operational flow.

Documentation & Compliance Support

• Maintain accurate, organized, and audit-ready documentation across systems and records.
• Support compliance-sensitive operational processes aligned with ITAD workflows.
• Ensure all tasks are completed accurately and on time, with zero loose ends.

Operational Tracking & Quality Control

• Track client requests, operational updates, and internal process changes.
• Proactively identify inconsistencies in data, schedules, and documentation.
• Verify names, dates, numbers, and records to prevent downstream operational or financial risk.

Systems & Tools Management

• Work across multiple systems including Google Workspace, Slack, and CRM platforms.
• Maintain structured documentation and organized records to ensure long-term clarity and accessibility.

Must-Have Experience & Skills

• 3+ years of experience in Administrative Assistant, Executive Assistant, or Virtual Assistant roles.
• Proven track record of delivering precise, accurate work with strong follow-through.
• Exceptional attention to detail and strong working memory.
• Demonstrated ability to work independently and solve problems with limited guidance.
• Ability to detect inconsistencies before they escalate into operational issues.
• Strong understanding of how administrative errors impact financial, operational, or compliance outcomes.
• Strong computer literacy with experience using Google Workspace, Slack, and CRM systems.
• Excellent written and verbal communication skills in English.
• Strong organizational, documentation, and record-keeping abilities.
• High level of professionalism and confidentiality.

Core Competencies

• Proactive and critical thinker with strong problem-solving ability.
• Highly organized with a disciplined approach to accuracy and detail.
• Clear and confident communicator in remote environments.
• Independent worker who collaborates effectively within a distributed team.
• Adaptable and capable of managing varied administrative responsibilities.

Key Metrics for Success

• Maintain fully accurate, audit-ready documentation at all times.
• Ensure timely completion of all administrative workflows and coordination tasks.
• Minimize operational disruptions by proactively identifying inconsistencies.
• Support seamless client onboarding and internal process coordination.
• Protect leadership bandwidth through proactive administrative execution.

Interview Process

• Initial Screening Call
• Administrative Scenario Exercise
• Final Interview
• Offer & Onboarding

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