Executive Assistant & Administrative Operations Support full time

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

• 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

●  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 https://www.vectra-intl.com/.