[Hiring] Executive Assistant @Cube Care

Role Description

We are looking for a highly organized and versatile Executive Virtual Assistant / Admin Assistant to support our operations and technical teams. This role is essential in ensuring smooth day-to-day workflows across various departments by handling a mix of administrative, system-related, and coordination duties. If you're a proactive problem-solver who enjoys managing both structured and dynamic tasks, this role offers an excellent opportunity to contribute meaningfully while working remotely.

• Manage and maintain the CEO and/or Business Director's daily calendar, including scheduling meetings, appointments, and reminders across multiple time zones.
• Coordinate internal and external communications on behalf of the CEO and/or Business Director with professionalism and confidentiality.
• Follow up and monitor with team members, vendors, clients, and partners on behalf of CEO and/or Business Director.
• Screen emails, prioritize urgent matters and draft responses when appropriate.
• Organize virtual meetings, prepare agendas, take minutes of meeting, and ensure follow-up on action items.
• Prepare reports, presentations, spreadsheets, and business documents for executive review.
• Maintain accurate and organized digital filing systems and confidential company records.
• Conduct online research and compile information for business decisions, partnerships, and strategic initiatives.
• Help streamline administrative systems and recommend process improvements for operational efficiency.
• Track executive priorities and proactively anticipate scheduling conflicts or business needs.
• Manage personal executive tasks and ad hoc assignments with discretion and reliability.
• Serve as a dependable point of contact between the CEO and/or Business Director and internal/external stakeholders.
• Assist with project coordination and ensure deadlines and deliverables are met across departments.
• Provide ongoing support for operations, field staff, and internal departments by managing documentation, schedules, and workflows.
• Coordinate with team members and vendors to ensure smooth logistics, system processes, and equipment support.
• Monitor business platforms and internal tools for system statuses, updates, and user support.
• Facilitate issue tracking and resolution by collaborating with field personnel and reporting tools.
• Assist in weekly and monthly reporting, data entry, and performance logs.
• Support leadership with executive-level assistance, scheduling, follow-ups, and general support.
• Ensure all communications and tasks are handled with a high level of professionalism, urgency, and confidentiality.
• Maintain responsiveness during agreed working hours and provide consistent executive support in a remote environment.

Qualifications

• Minimum 2 years experience as an Executive Assistant, or in a similar administrative support role.
• Strong English communication skills (written and verbal).
• Proficient in using digital platforms and productivity tools (e.g., Google Workspace, Microsoft Office, task trackers).
• Excellent attention to detail and organizational skills.
• Capable of managing multiple responsibilities with little supervision.
• Comfortable troubleshooting and following structured workflows.
• Reliable and accountable with a solutions-oriented mindset.
• Familiarity with tools like Odoo, project management systems, or barcode/labeling platforms (Preferred).
• Background in coordinating with vendors or handling procurement tasks.
• Experience in collections, basic bookkeeping, and invoicing is required.

Requirements

• Computer Processor: Minimum 5th generation Intel i5 processor or equivalent.
• Computer Memory/RAM: Minimum 4.00 GB.
• Computer Operating System: Windows 10 or Mac OSX - No Linux, Unix, or any operating system other than what is required.
• Internet Speed: Running on a 5.0 MBPS plan or higher (Both primary and backup) - If your backup connection cannot serve as your primary connection, that does not qualify as a backup connection.
• REQUIRED Headset: Noise-cancelling headset connected via USB port.
• REQUIRED WebCam: At least 3 megapixels capable of 720p recording.