Executive Assistant / General Admin Assistant

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.