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.