Full Remote - Virtual Executive Assistant

Cube Care is a US-based custom manufacturing company and we are looking for dedicated and loyal individuals that can contribute to our goals. We are looking for a highly organized and versatile Executive Virtual Assistant / Admin Assistant to support our operations and technical teams.

This role is essential in ensuring smooth day-to-day workflows across various departments by handling a mix of administrative, system-related, and coordination duties.

If you're a proactive problem-solver who enjoys managing both structured and dynamic tasks, this role offers an excellent opportunity to contribute meaningfully while working remotely. Key Responsibilities:

Manage and maintain the CEO and/or Business Director's daily calendar, including scheduling meetings, appointments, and reminders across multiple time zones.

Coordinate internal and external communications on behalf of the CEO and/or Business Director with professionalism and confidentiality.

Follow up and monitor with team members, vendors, clients, and partners on behalf of CEO and/or Business Director

Screen emails, prioritize urgent matters and draft responses when appropriate

Organize virtual meetings, prepare agendas, take minutes of meeting, and ensure follow-up on action items.

Prepare reports, presentations, spreadsheets , and business docuemnts for executive review.

Maintain accurate and organized digital filing systems and confidential company records.

Conduct online research and compile information for business decisions, partnerships, and strategic initiatives.

Help streamline administrative systems and recommend process improvements for opeerational efficiency.

Track executive priorities and proactively anticipate scheduling conflicts or business needs.

Manage personal executive tasks and ad hoc assignments with discretion and reliability.

Serve as a dependable point of contact between the CEO and/or Business Director and internal/external stakeholders.

Assist with project coordination and ensure deadlines and deliverables are met across departments.

Provide ongoing support for operations, field staff, and internal departments by managing documentation, schedules, and workflows

Coordinate with team members and vendors to ensure smooth logistics, system processes, and equipment support

Monitor business platforms and internal tools for system statuses, updates, and user support

Facilitate issue tracking and resolution by collaborating with field personnel and reporting tools

Assist in weekly and monthly reporting, data entry, and performance logs

Support leadership with executive-level assistance, scheduling, follow-ups, and general support

Ensure all communications and tasks are handled with high level of professionalism, urgency, and confidentiality.

Maintain responsiveness during agreed working hours and provide consistent exectuive support in a remote environment.

Qualifications

Minimum 2 years experience as an Executive Assistant, or in a similar administrative support role

Strong English communication skills (written and verbal)

Proficient in using digital platforms and productivity tools (e.g., Google Workspace, Microsoft Office, task trackers)

Excellent attention to detail and organizational skills

Capable of managing multiple responsibilities with little supervision

Comfortable troubleshooting and following structured workflows

Reliable and accountable with a solutions-oriented mindset

Familiarity with tools like Odoo, project management systems, or barcode/labeling platforms (Preferred)

Background in coordinating with vendors or handling procurement tasks

Experience in collections, basic bookkeeping, and invoicing is required

System Requirements

Computer Processor: Minimum 5th generation Intel i5 processor or equivalent

Computer Memory/RAM: Minimum 4.00 GB

Computer Operating System: Windows 10 or Mac OSX - No Linux, Unix, or any operating system other than what is required.

Internet Speed: Running on a 5.0 MBPS plan or higher (Both primary and backup) - If your backup connection cannot serve as your primary connection, that does not qualify as a backup connection

REQUIRED Headset: Noise-cancelling headset connected via USB port

REQUIRED WebCam: At least 3 megapixels capable of 720p recording