Office & Operations Manager, Executive Assistant – Operations, Process & Culture

Overview
We are seeking a dynamic and highly organized Executive Assistant – Operations, Process & Culture to join our team. This vital role offers the opportunity to support executive leadership by streamlining operations, enhancing organizational processes, and fostering a positive workplace culture. The ideal candidate will be proactive, detail-oriented, and possess exceptional administrative skills to help drive efficiency and promote a vibrant, collaborative environment. This paid position is perfect for someone passionate about operational excellence and organizational development.

What we're looking for

Earthling is seeking a highly organized, strategic, and people-oriented Executive Assistant to support the CEO directly with tasks related to business development, process maturity, internal structure, and company culture. Additionally, the Executive Assistant will support administrative tasks for the CEO.

This role will function as traditional administrative and business support as well as play a critical function in formalizing processes, standardizing documentation, supporting growth initiatives, and ensuring Earthling functions and matures with clarity, consistency, and professionalism as it scales.

The ideal candidate is process-driven, comfortable working cross-functionally, interpersonal and capable of balancing structure with adaptability in a fast-moving, security-focused consulting and technology environment.

Scope of work and tasks:

Administrative

• Provide comprehensive executive administrative support, including managing calendars, scheduling meetings, and coordinating appointments using tools like Microsoft Outlook Calendar and Google Workspace.
• Assist with event planning for company meetings, team-building activities, and corporate events to ensure seamless execution.
• Oversee office management tasks such as filing, data entry, bookkeeping using QuickBooks, and maintaining office supplies inventory.
• Support project coordination efforts by tracking deadlines, preparing reports, and ensuring timely completion of initiatives.
• Handle phone etiquette with multi-line phone systems and manage incoming inquiries professionally while maintaining a positive customer service attitude.
• Conduct proofreading and transcription of documents to ensure accuracy and clarity in all communications.
• Facilitate process improvements by documenting workflows, supporting process standardization efforts, and promoting a strong organizational culture.
• General Research for a variety of industry and business issues.

Culture & People Enablement

• Support CEO and COO in cultivating company culture through clear communication, consistent processes, and employee engagement initiatives
• Experience supporting performance review cycles, employee recognition programs, and internal awards or acknowledgements
• Strong interpersonal skills with the ability to navigate light conflict resolution and sensitive conversations professionally
• Familiarity with light human resources support, including onboarding, offboarding, policy awareness, and internal coordination

Sales & Business Support

• Support the CEO and Business development team in creating, enhancing and automating sales processes and procedures.
• Prospect-facing communication skills with the ability to represent Earthling professionally and confidently
• Ability to support business development efforts, including proposal preparation, Statement of Work (SOW) development, and contract organization
• Strong written communication skills for reviewing, organizing, and maintaining client-related documentation
• Help create and develop Partnerships

Financial & Administrative Support

• Ability to support light budget planning in coordination with the CFO and accounting team
• Experience reviewing company expenses, tracking approvals, and supporting basic financial organization
• Familiarity with light invoice management support, including tracking, organization, and coordination

Research & Market Awareness

• Capability to support market, financial, and competitive research to inform leadership decision-making
• Strong analytical skills to summarize findings clearly and concisely for executive review
• Must be able to understand and familiarize Earthling core services and products.

Hiring & Talent Support

• Experience supporting hiring initiatives, including candidate screening, interview coordination, and hiring process organization
• Ability to maintain hiring documentation, role templates, and evaluation materials in a structured and repeatable manner

Communication & Knowledge Management

• Excellent written and verbal communication skills across executive, employee, contractor, and client audiences
• Ability to manage and distribute internal communications and maintain the company intranet e.g. send company wide reminders about our portal / intranet.
• Responsibility for ensuring employees and contractors understand where to find company documents, templates, and forms

Key Required Skills & Experience

• 5+ years of experience in an Executive Assistant, Operations Coordinator, Program Manager, or similar role
• Exceptional communications is essential.
• Exceptional Presentation skills
• Strong background in process improvement, documentation and standardization
• Exceptional organizational skills with high attention to detail
• Proven ability to operate with discretion, professionalism, and sound judgment
• Comfort working in a dynamic, fast-growing organization with evolving priorities
• High emotional intelligence and strong relationship-building skills

General Requirements

• Proven experience in executive administrative support or personal assistant roles within an office environment.
• Strong organizational skills with the ability to multitask efficiently in a fast-paced setting.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), Google Workspace applications, and data entry systems.
• Experience with bookkeeping software such as QuickBooks and familiarity with basic office management procedures.
• Excellent typing skills along with attention to detail for proofreading and transcription tasks.
• Knowledge of office management practices including filing systems, front desk operations, and multi-line phone systems.
• Exceptional communication skills with professional phone etiquette and customer service orientation.
• Ability to handle confidential information discreetly while demonstrating strong organizational skills. Join us to be part of an energetic team dedicated to operational excellence and cultivating a thriving workplace culture!

Work Environment

You will work with a dynamic, highly skilled team focused on automation, security, visibility, and compliance. Earthling values clarity, accountability, and thoughtful execution, and this role plays a critical part in enabling the company’s growth while preserving its culture and operational excellence.

Sample Immediate Tasks

• Create and schedule performance review process based on CEO’s metric
• Create and prepare rewards and recognition process
• Establish plan for following up and completing company certifications - CMMC
• Establish plan for following up and completing Google Partnership
• Work with CEO to check permissions and socialize Intranet
• Work with CEO and Sales team to create SOW templates
• Collaborate with Sales team to establish sales processes
• Support strategizing process maturity with CEO

Note: This position includes incentives for salary increases and bonus opporunities.

Pay: $50,707.34 - $61,066.90 per year

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Employee discount
• Flexible schedule
• Flexible spending account
• Health insurance
• Paid time off
• Parental leave
• Professional development assistance
• Retirement plan
• Tuition reimbursement
• Vision insurance

Work Location: Remote