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%)
1. Manage calendars, meetings, and scheduling for senior leadership
2. Coordinate virtual meetings, prepare agendas, and track follow-ups
3. Handle professional correspondence on behalf of executives
4. Support light research, document preparation, and briefing materials
5. Act as a trusted point of coordination between leadership and internal teams
Administrative & Financial Operations (Approx. 75%)
Administrative Support
6. Maintain organized digital filing systems (contracts, reports, correspondence)
7. Track tasks, deadlines, and deliverables across projects
8. Support internal processes, workflows, and documentation
9. Coordinate with external partners, vendors, and consultants
10. Ensure accuracy and consistency across administrative records
Invoicing & Financial Administration
11. Prepare, issue, and track client invoices
12. Monitor payment status and follow up on outstanding invoices professionally
13. Coordinate with internal finance or accounting partners
14. Maintain accurate financial trackers (invoices, expenses, retainers)
15. Support basic expense management and reporting
16. Ensure documentation readiness for audits or financial reviews
What We're Looking For
17. Bachelors degree
18. Proven experience as an Administrative Assistant or Operations Support role
19. Strong experience with invoicing, financial tracking, and administrative processes
20. Excellent organizational and time-management skills
21. High attention to detail and accuracy
22. Strong written and verbal communication skills
23. Ability to handle sensitive and confidential information with discretion
24. Comfortable working independently in a fully remote environment
25. Proficient in software tools i.e. Google Workspace, Microsoft Office, Zoho
26. 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 .