Executive Assistant

<p>The role were looking for a resourceful and detail-oriented<strong> Executive Assistant </strong>to support daily operations, develop internal processes, and help us stay organized as we scale. Youll play a key role in maintaining structure across projects, communications, and backend systems with plenty of room for growth into operations or project coordination. This role is ideal for someone who learns fast, loves creating order out of complexity, and is excited to document processes so others can follow in their footsteps.</p><p>This is a <strong>full-time </strong>role, on a <strong>US shift </strong>and a <strong>Work-from-home</strong> set-up.</p><p>If you have the right skill set, this may be your opportunity to enter this fast-growing organization.</p><h3>Key Responsibilities</h3><p><i>Operations &amp; Admin</i></p><h3>Draft and manage contracts</h3><p>Send and track invoices using Monograph + QuickBooks</p><p>Weekly audit of projects to identify outstanding invoices</p><p>Maintain contact sheets for each project (team roles, contact info)</p><p>Calendar coordination across internal and external meetings</p><p>Input and migrate data from prior project databases</p><p><i>Process Development</i></p><p>Create and maintain playbooks for sales and project workflows</p><p>Draft and update SOPs for key business operations, with guidance from leadership</p><p>Own the knowledge base and organize documentation for future hires CRM + Comms</p><p>Manage HubSpot and OpenPhone: input contacts, log updates, audit monthly</p><p>Flag potential leads and schedule follow-ups with the partner</p><p>Support light social media posting using content from leadership</p><p>Monitor and respond to Google Business Profile reviews</p><p><i>Project Support</i></p><p>Coordinate with subconsultants and inspectors as needed</p><p>Weekly review of active projects to track milestones and upcoming deadlines</p><p>Send timesheet reminders and help maintain accurate tracking in Monograph</p><h3>What Were Looking For</h3><p>24 years of experience in an administrative or operations role</p><p>Strong organizational and communication skills</p><p>Proactive, tech-comfortable, and process-minded</p><p>Not afraid to ask questions or identify gaps in workflow</p><p>Experience with Monograph, QuickBooks, ClickUp, HubSpot, or OpenPhone is a bonus but curiosity and quick learning matter more</p><p>Originally posted on <a href="https://himalayas.app">Himalayas</a></p>