Executive Assistant

We are seeking a highly organized and proactive Executive Assistant to provide comprehensive support to our executive team. The Executive Assistant will play a vital role in ensuring the smooth operation of our office, managing various administrative, bookkeeping, and marketing tasks, and assisting with automation processes to enhance overall efficiency.

This role is permanently remote, with availability required from Monday to Friday during U.S. business hours, specifically Mountain Standard Time (MST).

Key Responsibilities:

• Provide administrative support to the executive team in Denver, Colorado, working MST hours.
• Coordinate and arrange complex travel itineraries for executives, including flight bookings, hotel accommodations, ground transportation, and visa arrangements.
• Handle highly confidential and sensitive information with the utmost discretion, ensuring data security and maintaining strict confidentiality protocols.
• Manage and maintain executive-level filing systems to ensure easy access to and retrieval of information.
• Assist in preparing and coordinating board meetings, including assembling meeting materials, distributing agendas, and recording minutes.
• Develop cross-functional relationships between departments to facilitate effective communication and collaboration.
• Perform basic bookkeeping tasks, including managing expenses, processing invoices, and coordinating with the finance team for payroll and accounts payable/receivable.
• Collaborate with the marketing team to support marketing initiatives, including managing social media calendars, drafting email campaigns, and overseeing marketing-related tasks as needed.
• Support the setup, monitoring, and management of automation tools like HubSpot and Zapier to streamline business processes and enhance productivity.
• Assist in the implementation of marketing automation systems, helping to manage CRM data, email workflows, and lead tracking.

Requirements

• Fluency in English, with excellent oral, written, and interpersonal communication skills.
• Minimum of 5+ years of experience in an executive support role, preferably supporting SVP-level+ leadership.
• Experience with bookkeeping and familiarity with basic accounting principles.
• Proficiency with marketing tools and platforms such as HubSpot, social media, and email marketing systems.
• Professional proficiency with HubSpot, Zapier, Google Suite (e.g., Gmail, Calendar, Slides, Docs, Sheets), Slack, and other automation tools.
• Strong organizational skills with the ability to prioritize tasks and pay attention to detail.
• Ability to manage multiple projects simultaneously and thrive in a fast-paced environment.
• High integrity and a proven track record in maintaining the confidentiality of sensitive information.
• Ability to adapt to quickly changing schedules and handle last-minute requests.
• Experience working with international teams in a startup environment is a plus.
• A proactive mindset with the ability to anticipate needs, think critically, and provide creative solutions.

Benefits

Hireframe provides nearshore and offshore staffing solutions. We are a remote-first company with team members in the United States, Mexico, and the Philippines. Our comprehensive benefits package includes:

• Permanent WFH
• Tax-free compensation
• Annual performance bonuses
• 10 leave credits after 3 months
• HMO coverage after 6 months (For Philippines based employees)
• Dedicated coaching to enhance performance, communication, and leadership skills
• Growth opportunities

At Hireframe, you'll thrive in a supportive environment designed to foster professional growth and success.