Executive Assistant - 18333

Role: Executive Assistant

Industry: Restaurant & Hospitality

Location: South Africa / LatAm - Remote

Schedule: 9:00 AM to 5:00 PM US Eastern Time

Employment Type: Independent Contractor

Compensation: $1,800 (based on experience)

Job Summary

As an Executive Assistant, you will serve as a central operational hub across a portfolio of restaurant and hospitality businesses. You will manage Asana workspaces, own key business trackers, handle entity‑level administrative tasks, and ensure smooth day‑to‑day operations across multiple operating companies, all while communicating clearly and professionally with internal teams, vendors, accountants, and legal contacts.

Key Responsibilities

• Manage and maintain Asana workspaces across multiple operating companies, ensuring tasks are assigned, tracked, and completed on time; proactively identify bottlenecks, flag overdue items, and elevate issues before they become problems.
• Own and update key operational trackers, including the master list of all operating locations, entity details, and compliance milestones.
• Handle entity‑level administrative tasks such as SS‑4 filings (EIN applications), new bank account setups, registered agent coordination, state registrations, and other paperwork requests as they arise.
• Serve as the central point of contact for cross‑company administrative requests, triaging and routing workflows to ensure nothing falls through the cracks.
• Build and maintain standardized templates, SOPs, and checklists to drive consistency across operating companies.
• Coordinate with internal teams, external vendors, accountants, and legal contacts to keep projects and filings moving forward.
• Provide direct executive assistant support including calendar management.
• Support invoice tracking and company spend management through Ramp, with increasing responsibilities as trust is established.
• Communicate professionally with vendors, partners, and internal team members on behalf of the business.
• Support additional projects and operational tasks as assigned.

Qualifications

• Experience with invoice processing, accounts payable, or financial management tools.
• Proficiency in Asana or a similar project management platform (e.g., Monday.com, ClickUp).
• Demonstrated ability to manage multiple workflows across different teams or companies simultaneously.
• Experience handling business entity administrative tasks (filings, registrations, banking coordination) is a strong plus.
• Strong written and verbal communication skills in English.
• Highly organized with strong attention to detail and the ability to manage multiple priorities simultaneously.
• Ability to work independently, take initiative, and proactively elevate issues in a remote environment.
• Proficient in Google Workspace or Microsoft Office.

Preferred

• Experience working with US‑based companies in a remote or international capacity.
• Familiarity with Ramp or similar corporate spend management tools.
• Background in hospitality, restaurants, or multi‑entity business environments.
• Experience building SOPs, templates, or operational documentation.

If you are a proactive, detail‑oriented professional who thrives in a fast‑paced remote environment and takes pride in keeping operations running smoothly across multiple businesses, we would love to hear from you. Apply today and tell us how your experience with project coordination, administrative operations, and remote work sets you apart!