IBMC is assisting our client in hiring a proactive and versatile Executive Assistant / General Admin Assistant to provide comprehensive operational and administrative support across their teams. This role is critical to ensuring smooth internal workflows, supporting cross-functional teams, and enabling management to focus on strategic initiatives. The ideal candidate is organized, detail-oriented, highly proactive, and comfortable working in a dynamic, fast-growing environment.
Key Responsibilities
Operational & Administrative Support
- Manage calendars, scheduling, and correspondence for management and teams.
- Organize, maintain, and track company documents, reports, and internal records.
- Prepare summaries, notes, checklists, and internal references to streamline team workflows.
- Assist with internal reporting, basic data tracking, and project follow-ups.
Cross-Team Coordination
- Act as a point of contact across different teams to facilitate communication and task completion.
- Track progress on projects and ensure deadlines are met, escalating blockers when needed.
- Support onboarding and internal processes for new hires.
Process & Workflow Optimization
- Identify opportunities to improve operational efficiency and suggest practical solutions.
- Maintain internal procedures and shared resources, ensuring documentation is up to date.
- Help implement lightweight tools or systems to track team tasks, deadlines, and documents.
Proactive Problem-Solving & Support
- Anticipate management and team needs; act independently to address them.
- Handle ad-hoc tasks, research requests, or small projects as assigned.
- Support content, design, or internal communications tasks when required.
People & Culture Support
- Assist HR with coordination of training, meetings, or internal events.
- Promote a culture of organization, accountability, and proactive problem-solving.
Requirements
- Bachelor’s degree or equivalent experience.
- 1–3 years of experience in administrative, executive assistant, or operations support roles.
- Excellent written and verbal communication skills in English.
- Highly organized, detail-oriented, and able to work independently.
- Comfortable using digital tools: Google Workspace, Microsoft Office, and collaboration platforms (Slack, Trello, Notion, or equivalent).
- Proactive mindset and ability to anticipate needs before being asked.
Preferred / Good to Have
- Experience in supporting multiple teams or remote-first organizations.
- Basic experience with design or content creation tools (Canva, Figma, etc.).
- Familiarity with startup or fintech environments.
Benefits
- Competitive compensation and flexible working arrangements.
- Opportunity to contribute to a fast-growing, dynamic organization.
- Exposure to cross-functional teams and senior leadership.
- Opportunities for learning, development, and career growth.