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.

Qualifications

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.

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