Company Description kuubiik is a global consulting company headquartered in Singapore, operating in more than 150 countries. The organization specializes in outsourcing and project-based solutions across all business functions, serving clients that range from startups to renowned global brands such as Google, TikTok, AEM, HP, TELUS, MyRepublic, and SGS. Teams are composed of professionals from diverse regions including Asia, Europe, and the Americas, offering culturally aware and versatile support. kuubiik provides flexible outsourced staffing through hourly arrangements starting at 10 hours per month, as well as full-time and part-time models from competitive monthly rates. This structure enables clients to scale quickly while working with remote, high-performing talent.
Client Location: US
Timezone: MST
Role Type: Full-Time, remote
Working Schedule: 9 AM - 5 PM, Monday to Friday
Contract Duration: 1-year, renewable
Client Industry: Business Valuation and Financial Appraisal
Role Overview
One of our clients is looking for an Executive / Administrative Operations Assistant who brings a balance of high-level administrative capability, operational foresight, and absolute professionalism. This is not a passive, step-by-step task completion role. Instead, you will act as a foundational pillar for the executive branch, taking complete ownership of day-to-day corporate operations, client onboarding, data management, and operational quality control.
The ideal candidate will protect the executive’s calendar, establish an intermediate quality review framework between the offshore analytical teams and senior management, and actively look for ways to continuously streamline corporate processes.
Key Responsibilities
End-to-End Client Lifecycle & Contract Administration
- Take full ownership of the post-sale handoff by translating executive agreements into formal client engagement letters and binding contracts using Box Sign.
- Monitor unexecuted agreements and execute persistent, professional follow-up protocols to secure client signatures within target timeframes.
- Draft and distribute structured data request checklists tailored to incoming client specifications; systematically track, follow up on, and aggregate client documentation.
Operating Systems & CRM Oversight
- Serve as the primary administrative custodian for Salesforce CRM, ensuring all pipeline updates, project statuses, client contact data, and records are perfectly up to date.
- Act as a logistics touchpoint between incoming client files and the offshore analyst team in India, helping assign tasks based on operational capacity.
- Organize, tag, and safeguard sensitive client data within the firm’s secure central directory on Box.com.
Editorial Control & Intermediate Quality Assurance
- Act as a critical line of defense for the firm's primary deliverable. Review long-form financial and corporate appraisal narratives drafted by the analyst team to aggressively fix structural layout, punctuation, formatting, spelling, and localized grammar issues.
- Clean up and standardize visual deliverables, making sure everything is presentation-ready before passing reports up to the Executive for final technical review.
Business Development Support & Proposal Design
- Utilize existing corporate templates to construct tailored pitch presentations for new enterprise opportunities.
- Synthesize boilerplate firm details with custom sections, integrating industry-specific insights, case studies, and localized client-specific data.
- Provide administrative support to marketing initiatives, including coordinating the publishing schedules for corporate blogs, website updates, and informational articles.
Calendar Management & Executive Partnership
- Standardize and manage calendar routing for the executive, resolving schedule conflicts across multiple U.S. time zones.
- Join select client Zoom consultations to capture high-context meeting minutes, action items, and structural project details on behalf of the firm.
- Evaluate overall business processes to pinpoint bottlenecks, systematically pitching ideas to streamline workflows, increase processing efficiency, and reclaim executive time.
Must-Have Qualifications
- 3-5 years of verifiable experience executing Executive Assistant, Project Coordinator, or Operations Management duties, preferably in an offshore capacity.
- Excellent written and spoken English, with a sharp eye for spotting grammar mistakes and typos.
- Absolute commitment to a full U.S. business schedule (9:00 AM to 5:00 PM Mountain Time). The role demands high availability for real-time collaboration during core operational hours.
- A proactive, self-directed mindset. Must be comfortable with ambiguous directions, taking basic guidelines, and building efficient execution paths without needing constant supervision.
Nice-to-Have
- Exposure managing workflows inside Salesforce CRM and processing contracts through digital signature applications (e.g., Box Sign, DocuSign).
- Advanced competency in configuring channels, custom integrations, and automated templates inside Slack, alongside data directory maintenance on Box.com.
- Prior exposure supporting financial analysis boutique firms, CPA practices, wealth management, or corporate accounting agencies. Basic familiarity with QuickBooks Online formatting is highly regarded.
- Conceptual understanding or active usage of advanced generative AI models (such as ChatGPT, Claude, or specialized administrative plug-ins) to automate routine proofing or optimize text formatting.
