Executive Assistant

We are looking for a highly proactive, organized Executive Assistant to support the Head of IT/Technical Support at a growing company.

This is not a traditional administrative role. The successful candidate will take ownership of a busy workload, keep projects moving, stay ahead of deadlines, and ensure clients and internal teams receive timely communication.

The Head of IT currently has a significant backlog of projects, tasks, and client issues. Your role will be to bring structure and accountability to that workload, allowing them to focus on higher-level technical work.

If you need to be told what to do every step of the way, this role is not for you. We are looking for someone who sees what needs to be done, takes action, follows up, and keeps things moving without constant supervision.

Key Responsibilities

Executive & Calendar Management

• Manage and organize the Head of IT's calendar.
• Schedule meetings, appointments, and follow-ups.
• Protect time for high-priority technical work.
• Identify scheduling conflicts and proactively resolve them.
• Ensure important meetings, deadlines, and commitments don't fall through the cracks.

Project & Task Management

• Maintain visibility over the Head of IT's active workload and projects.
• Track outstanding tasks, deadlines, and deliverables.
• Follow up proactively on items that are overdue or stalled.
• Help prioritize competing demands and keep projects moving forward.
• Maintain organized task lists and project records.
• Identify bottlenecks before they become problems.

Client Communication

• Communicate with clients via email regarding technical issues, updates, delays, and resolutions.
• Provide timely updates when problems arise.
• Follow up with clients to ensure issues are progressing.
• Escalate technical matters to the appropriate person when required.
• Maintain a professional, helpful, and reassuring tone in all communications.

CRM & Administrative Support

• Update and maintain CRM records.
• Keep client information and activity accurately documented.
• Track open issues, communications, and follow-ups.
• Assist with organizing internal processes and documentation.
• Take ownership of recurring administrative tasks and improve processes where possible.

What We're Looking For

The ideal candidate is:

• Extremely proactive — you don't wait for instructions.
• Highly organized and naturally good at keeping track of multiple moving pieces.
• Comfortable managing a busy caseload and competing priorities.
• Confident communicating with clients professionally.
• Strong with follow-up and accountability.
• Detail-oriented without losing sight of the bigger picture.
• Comfortable working independently in a remote environment.
• A problem solver who looks for solutions rather than simply identifying problems.
• Tech-savvy and comfortable learning new systems.
• Reliable and consistent with excellent attention to detail.

A Key Requirement: Ownership

We are looking for someone who will effectively take charge of the administrative workload.

For example, if you notice that a client has been waiting three days for an update, you shouldn't wait for someone to tell you to follow up. You should recognize the issue, investigate what is needed, contact the relevant person, and make sure the client receives an update.

Proactive thinking and initiative are essential to success in this role.

Required Skills & Experience

• Previous experience as an Executive Assistant, Virtual Assistant, Project Coordinator, Operations Assistant, or similar role.
• Experience with calendar management.
• Experience using a CRM system.
• Strong written English and professional email communication.
• Excellent organizational and time-management skills.
• Ability to manage multiple projects and deadlines simultaneously.
• Comfortable working independently with minimal supervision.
• Strong computer and technology skills.

Preferred

• Spanish-speaking/bilingual candidates are preferred, but Spanish is not required.
• Experience supporting an IT, technical support, software, or technology team.
• Experience with project management platforms.
• Experience handling client support or account management.
• Experience working with technical teams or managing a high volume of service requests.

Hours & Growth of the Role

The role will initially be 20 hours per week.

The first 3–6 months will focus heavily on helping the Head of IT clear the existing backlog, establish better systems, and bring structure to the workload.

Once the backlog has been reduced and systems are running smoothly, the role is expected to transition to approximately 10 hours per week for ongoing executive, project, calendar, and client-support assistance.

Who Will Thrive in This Role?

This is a great opportunity for someone who enjoys bringing order to chaos.

You should be the type of person who naturally thinks:

"What's outstanding? What's overdue? Who needs an update? What can I take off their plate? What needs to happen next?"

If that sounds like you, we'd love to hear from you.