Executive Assistant/ Operations Administrator

Job description

About this role

We are recruiting on behalf of an established U.S.-based consulting and professional services firm looking for a highly organized, proactive Executive Assistant / Operations Administrator to support two founders. This is a taskmaster-style role for someone who takes ownership of getting things done. The founders are highly client-facing and billable, so the goal of this position is to remove the administrative burden from their plates and ensure that important tasks, communications, invoices, documents, and follow-ups never fall through the cracks. We're looking for someone who doesn't simply wait to be told what to do. You should naturally…

Responsibilities

• Executive & Admin support
• Manage and monitor administrative tasks for the founders
• Track outstanding actions and follow up until completion
• Manage calendars, meetings, appointments, and scheduling
• Prepare, organize, and send documents

Qualifications and requirements

• 2+ years of experience in Executive Assistance, Operations, Office Administration, or a similar position
• Strong experience supporting executives, founders, consultants, or professional services teams
• Excellent organizational and time-management skills
• Experience with invoicing and financial administration
• Strong Microsoft 365 proficiency
• We are recruiting on behalf of an established U.S.-based consulting and professional services firm looking for a highly organized, proactive Executive Assistant / Operations Administrator to support two founders. This is a taskmaster-style role for someone who takes ownership of getting things done. The founders are highly client-facing and billable, so the goal of this position is to remove the administrative burden from their plates and ensure that important tasks, communications, invoices, documents, and follow-ups never fall through the cracks. We're looking for someone who doesn't simply wait to be told what to do. You should naturally monitor what is outstanding, identify what needs attention, chase people when necessary, and make sure tasks are completed on time. Key Responsibilities Executive & Admin support Manage and monitor administrative tasks for the founders Track outstanding actions and follow up until completion Manage calendars, meetings, appointments, and scheduling Prepare, organize, and send documents Manage digital files and documentation Draft and send routine emails and correspondence Ensure important communications are actioned promptly Keep the founders organized and aware of upcoming deadlines Invoicing & Financial Administration Prepare and send client invoices Track outstanding invoices and follow up on overdue payments Ensure invoices are issued accurately and on time Maintain organized invoice and payment records Follow up with clients regarding outstanding balances Assist with basic financial and administrative reporting Ensure recurring billing tasks are completed without reminders Task & Operations Management Maintain a clear overview of ongoing administrative