Office & Executive Assistant - (HR30813DE)

Job Title: Office & Executive Assistant
Location: Remote (PST Time zone)
Salary Range: up to 2600 USD

Work Schedule: Monday - Friday, 9:00 AM to 5:00 PM (PST)

NOTE: INDEPENDENT CONTRACTOR POSITION

Company Overview:

Sagan is an exclusive membership community for top executives, founders, and CEOs seeking to hire and maximize the impact of international talent. We bridge the gap between global talent and US-based businesses, connecting candidates from vibrant regions like Latin America, the Philippines, India, Pakistan, Bangladesh, and Africa with leading American companies. Discover a world of career possibilities with Sagan.

Position Overview:

We are seeking a detail-oriented and proactive Office & Executive Assistant to support our Leadership Team and Office Manager. This individual will handle a wide range of administrative tasks, including scheduling, document management, reporting, and travel coordination, ensuring seamless operations and enabling the team to focus on strategic initiatives.

Key Responsibilities:

• Document Management: Maintain file systems in SharePoint, process mail folders, and manage DocuSign/Adobe Signature requests.
• Create FedEx slips when requested.
• Scheduling and Coordination: Manage calendars, set reminders, arrange meetings, and handle travel bookings for Leadership Team and other departments.
• Schedule FedEx pickups, mobile notaries, and coordinate signatures from Principals.
• Event Support: Assist with vendor research, quotes, and arrangements for biannual events and other company gatherings.
• Reporting and Surveys: Create and distribute internal surveys using Tally.com, pull reports from tools like HubSpot and MRI, and manage project workflows in Monday.com.
• Administrative Support: Provide clerical support, track expenses, document processes, and manage bill payments.
• Email Monitoring: Monitor the Principals inbox, flag critical issues, and maintain prioritized to-do lists.

Qualifications:

Required Skills:

• Experience in an administrative or executive assistant role.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, Outlook, Teams, SharePoint).
• Familiarity with project management tools like Monday.com, Asana, or InMotion.
• Proficiency with CRM tools such as HubSpot and survey tools like Tally.com.
• Excellent verbal and written English communication skills.

Preferred Experience:

• Knowledge of Visio or similar diagramming applications.
• Strong project management skills and attention to detail.

What Success Looks Like:

• Smooth and efficient management of schedules, documents, and communications.
• Timely and accurate completion of reporting, event coordination, and administrative tasks.
• Positive feedback from Leadership Team and internal departments regarding support quality.

Please note: To ensure prompt processing of your application, we kindly request that you submit your resume and an introductory video in English format.