Executive Assistant

Position:Executive Assistant / Admin Support Department:Operations / Administrative Support Location: Onsite (office-based) Type: Full-Time Salary: Competitive salary (details to be discussed during interview) Benefits: Includes health benefits, paid time off, and professional development opportunities About the Role: We are looking for a highly organized and detail-oriented Executive Assistant / Admin Support team member to provide operational and administrative support to the team. This role is ideal for someone who is reliable, proactive, and comfortable managing financial records, vendor coordination, procurement support, compliance trackers, and general administrative workflows. The right candidate should be able to work in a fast-paced environment, manage multiple priorities, and maintain a high level of accuracy across daily operational tasks. Key Responsibilities:

• Provide administrative and operational support to the assigned team lead
• Manage task coordination, follow-ups, internal reminders, and documentation
• Organize files, trackers, records, and operational information
• Assist with scheduling, updates, and internal team communications
• Prepare summaries, updates, reports, and status trackers as needed
• Support general administrative and operational tasks as assigned

Major Task Areas: Financial Oversight:

• Handle end-to-end invoice processing
• Review, verify, and organize billing documents
• Cross-check invoices and payment records against internal trackers
• Identify discrepancies and flag billing issues for review
• Maintain accurate records for billing and reconciliation
• Support basic financial tracking and administrative reporting
• Ensure invoice records, receipts, and related documentation are properly filed and updated

Procurement & Quotes:

• Coordinate with vendors and external suppliers
• Request, review, and organize quotes, estimates, and supporting documents
• Clarify documentation details with vendors when needed
• Track procurement requests, pending quotes, approvals, and order status
• Help coordinate workflows between internal teams and external suppliers
• Maintain organized procurement records and vendor communication history
• Follow up on outstanding items to keep purchasing and vendor tasks moving

Permits & Compliance:

• Maintain trackers for permits, renewals, compliance items, and deadlines
• Monitor upcoming compliance dates and ensure timely follow-up
• Organize required documents and supporting records for compliance tasks
• Update trackers with accurate status notes and next steps
• Support data entry, documentation review, and deadline tracking
• Help ensure compliance workflows remain organized, current, and easy to audit

Qualifications:

• Graduate of a related business course or equivalent qualification
• Proven experience in administrative support, executive assistance, operations, procurement, finance admin, or compliance support
• Strong organizational and follow-up skills
• High attention to detail and accuracy
• Experience with invoice processing, billing support, procurement, or compliance administration is preferred
• Excellent written communication skills
• Comfortable communicating with vendors, suppliers, and internal team members
• Able to work independently and manage multiple tasks
• Reliable, proactive, and deadline-conscious
• Comfortable using spreadsheets, trackers, email, online dashboards, and shared folders
• Ability to maintain confidentiality and professionalism

Required Skills:

• Invoice processing
• Record cross-checking
• Billing and reconciliation support
• Vendor coordination
• Quote and procurement tracking
• Compliance deadline tracking
• Data management
• Administrative organization
• Documentation management
• Task follow-up
• Clear written communication

Interview Process: Candidates for this role will be interviewed directly by the client or assigned team lead to ensure alignment with the role's working style, operational needs, and expectations. Ideal Candidate: The ideal candidate is organized, accurate, and dependable. They are comfortable handling details that cannot be missed—especially invoices, vendor quotes, and compliance deadlines. This person knows how to keep trackers clean, follow up without being chased, and ensure administrative work does not fall through the cracks.