The role were looking for a resourceful and detail-oriented Executive Assistant to support daily operations, develop internal processes, and help us stay organized as we scale. Youll play a key role in maintaining structure across projects, communications, and backend systems with plenty of room for growth into operations or project coordination. This role is ideal for someone who learns fast, loves creating order out of complexity, and is excited to document processes so others can follow in their footsteps.
This is a full-time role, on a US shift and a Work-from-home set-up.
If you have the right skill set, this may be your opportunity to enter this fast-growing organization.
Key Responsibilities
Operations & Admin
Draft and manage contracts
Send and track invoices using Monograph + QuickBooks
Weekly audit of projects to identify outstanding invoices
Maintain contact sheets for each project (team roles, contact info)
Calendar coordination across internal and external meetings
Input and migrate data from prior project databases
Process Development
Create and maintain playbooks for sales and project workflows
Draft and update SOPs for key business operations, with guidance from leadership
Own the knowledge base and organize documentation for future hires CRM + Comms
Manage HubSpot and OpenPhone: input contacts, log updates, audit monthly
Flag potential leads and schedule follow-ups with the partner
Support light social media posting using content from leadership
Monitor and respond to Google Business Profile reviews
Project Support
Coordinate with subconsultants and inspectors as needed
Weekly review of active projects to track milestones and upcoming deadlines
Send timesheet reminders and help maintain accurate tracking in Monograph
What Were Looking For
24 years of experience in an administrative or operations role
Strong organizational and communication skills
Proactive, tech-comfortable, and process-minded
Not afraid to ask questions or identify gaps in workflow
Experience with Monograph, QuickBooks, ClickUp, HubSpot, or OpenPhone is a bonus but curiosity and quick learning matter more
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