Title: Executive Assistant & Administrative Operations Support
Employment Type: Full-time
Location: Remote
Reports To: CEO
As the Executive Assistant & Administrative Operations Support, you will be responsible for supporting senior leadership while primarily managing administrative and financial operations.
Approximately 25% of the role will focus on executive support activities, with the remaining 75% dedicated to administrative, invoicing, and financial coordination responsibilities. This position plays a critical role in ensuring smooth day-to-day operations, financial accuracy, and effective coordination across internal teams and external stakeholders.
Key Responsibilities:
Executive Support (Approx. 25%)
- Manage calendars, meetings, and scheduling for senior leadership
- Coordinate virtual meetings, prepare agendas, and track follow-ups
- Handle professional correspondence on behalf of executives
- Support light research, document preparation, and briefing materials
- Act as a trusted point of coordination between leadership and internal teams
Administrative & Financial Operations (Approx. 75%)
Administrative Support
- Maintain organized digital filing systems (contracts, reports, correspondence)
- Track tasks, deadlines, and deliverables across projects
- Support internal processes, workflows, and documentation
- Coordinate with external partners, vendors, and consultants
- Ensure accuracy and consistency across administrative records
Invoicing & Financial Administration
- Prepare, issue, and track client invoices
- Monitor payment status and follow up on outstanding invoices professionally
- Coordinate with internal finance or accounting partners
- Maintain accurate financial trackers (invoices, expenses, retainers)
- Support basic expense management and reporting
- Ensure documentation readiness for audits or financial reviews
What We’re Looking For
Qualifications
- Bachelor’s degree.
- Proven experience as an Administrative Assistant or Operations Support role
- Strong experience with invoicing, financial tracking, and administrative processes
- Excellent organizational and time-management skills
- High attention to detail and accuracy
- Strong written and verbal communication skills
- Ability to handle sensitive and confidential information with discretion
- Comfortable working independently in a fully remote environment
- Proficient in software tools i.e. Google Workspace, Microsoft Office, Zoho.
- You’re fluent in English and can effectively communicate with diverse audiences.
Why VECTRA International?
- Global Impact: Be part of a team driving positive change worldwide.
- Innovative Environment: Work in a creative and forward-thinking company.
- Ethical Engagement: We prioritize responsible business practices that benefit society and the environment.
- Culture of Empowerment: An inclusive workplace valuing diversity and fostering unique perspectives.
- Career Growth: Opportunities for professional development and advancement.
- Fully Remote: Work in an international, fully remote organization.
Join Us: If you’re passionate about driving sales and revenue while making a positive impact, then you’re in the right place!
Equal Opportunity Employer Statement: VECTRA International is an equal-opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. Join something bigger. Make a difference with VECTRA International.
For more information about VECTRA International and our career opportunities, please visit vectra-intl.com.