Executive Assistant/Virtual Assistant -#34024

Company Profile:

Our client is a coffee company with a wealth of experience in procurement, roasting and cafe management. They want to make coffee accessible to the public and help their customers achieve their coffee related goals.

With extensive expertise in sourcing, roasting, and cafe management, they are a coffee company driven by the goal of creating a more beautiful and impactful world.

This is an excellent opportunity for an Executive Assistant to join a growing company and become part of a professional, dynamic team. You'll work in an enjoyable environment surrounded by great people who bring positive energy, all while being supported by a management team that values and respects every employee.

Overall purpose and responsibilities of the role:

This role provides administrative and project support to the founders of the company, ensuring smooth operations and timely task completion. Responsibilities include managing emails, summarizing key messages, responding on behalf of management, and using tools like Monday.com to track projects. The Executive Assistant will also organize files, handle renewals like insurance policies, and coordinate with stakeholders.

Other tasks include managing phone calls, scheduling payments, updating records, data entry, attending online meetings to take minutes, organizing invoices, and assisting with research or ad hoc projects.

The role requires a proactive, detail-oriented individual skilled in multitasking and collaboration.

Duties and Responsibilities:

• Handle all forms of administrative tasks
• Manage & follow up with email communication as assigned.
• Specifically, the EA will develop a process around providing a daily morning message or report summarizing emails using “Importance & Urgency” as key indicators for prompt attention.
• EA will also be expected to respond to emails on behalf of the founders
• Managing projects (using Monday) and following up with various external & internal stakeholders to check and ensure that specific tasks are followed through and completed.
• Make & receive phone calls on behalf of Jacob
• Organize files in appropriate Google drives
• Manage annual renewals & payments – eg: insurance policies, business licenses & shop permits
• As and when requested, attend online meetings over Google Meet or Zoom and take meeting minutes. Post online meeting, to take care of any follow up work.
• Download invoices from various websites eg Cropster, Favor/HEB, Insurance portals, etc and upload into Hubdoc
• Assisting with miscellaneous small one-off projects or duties as needed
• Data entry of selected information (when assigned). For example, collating information from invoices regarding packaging stickers.
• Maintaining and updating product price lists, customer and vendor contact information in the relevant software platforms.

• Scheduling payments for approval via Melio Basic research to find or compare information.

Must-have Skills / Qualification:

• At least 2 years of EA experience
• Experience working night shift/ graveyard shift (US SHIFT) is preferred but not required.
• Proficiency in Excel and Monday.com and other project management software is required.
• Familiarity with Hubdoc, Xero and Melio would be advantageous
• With Project Management experience
• Has excellent and proven communication skills – both written via email correspondence and verbal skills.
• Fast learner
• Ability to work well with a remote team
• Attention to detail and accuracy
• Organizational Skills
• Ability to meet deadlines
• Requires minimal supervision
• Good numeracy skills and basic book-keeping experience

Job type: Permanent

Emp type: Full-time

Schedule: Monday - Friday, 11AM to 2PM and 10PM to 3AM PH Time

Location: Work From Home

Industry: Food & Beverages