Job Title: Administrative & Operations Assistant

 

About the Company:

Our client is an innovative biomaterials company operating at the intersection of nature and technology. They focus on developing advanced materials that replicate the look, feel, and performance of traditional leather through plant-based solutions.

 

Job Description:

Our client is seeking a highly organized and detail-oriented Administrative & Operations Assistant to support their growing team. This role combines administrative support with research, writing, and internal operations assistance. The ideal candidate is proactive, resourceful, and comfortable handling a wide range of responsibilities in a fast-paced startup environment.

This position will begin at approximately 20 hours per week, with the possibility of expanding to full-time based on performance, business needs, and mutual fit.

 

Responsibilities:

• Provide company-wide administrative support as a shared executive assistant.

• Maintain organized records, trackers, and internal documentation.

• Manage company-wide calendars and scheduling.

• Coordinate travel arrangements, meetings, and internal events.

• Assist with preparing presentations, reports, and meeting materials.

• Track project timelines and follow up on deliverables.

• Support investor-related administrative tasks as needed.

• Conduct research on industry trends, competitors, and relevant business topics.

• Stay informed on market developments and product innovations.

• Summarize findings and present clear, actionable insights during team meetings.

• Assist with updating employee policies, handbooks, and SOPs.

• Maintain and organize internal process documentation.

• Process and reconcile company-wide expense reports.

• Support hiring and retention initiatives across departments.

• Manage miscellaneous business-related projects as assigned.

• Edit, proofread, and format written materials for clarity, accuracy, and consistency.

• Draft and support grant applications, proposals, and related documentation.

 

Required Experience and Qualifications:

• Bachelor’s degree in English, Communications, Business Administration, or a related field with 2+ years of experience in an administrative or executive support role, OR 5+ years of experience in an Executive Assistant, Administrative Assistant, or similar role without a degree.

• Proven experience in content writing, copywriting, or editorial work.

• Exceptional written and verbal communication skills in English.

• Strong organizational and multitasking abilities with high attention to detail.

• Proficiency with Microsoft Office Suite, Google Workspace, and office management tools.

• Ability to work independently and manage multiple projects simultaneously.

• Comfortable working in a fast-paced environment.

 

Preferred Skills:

• Experience supporting startups or fast-growing organizations.

• Strong research and synthesis skills.

• Experience drafting professional or technical documents.

 

Personality:

• Highly organized and detail-oriented.

• Proactive, adaptable, and resourceful.

• Reliable and self-motivated.

• Comfortable taking ownership of tasks and responsibilities.

 

Software & Tools:

• Microsoft Office Suite.

• Google Workspace.

• Online research and documentation tools.

 

English Level:

C2

 

Schedule:

9 am and 5 pm EST (might require the same flexibility back if something urgent falls outside working hours).

 

Policies:

• Working hours: 20 hours a week, flexible for asynchronous tasks, must be available somewhere between 9 am and 5 pm EST for meetings. Might be required to work outside normal working hours in case of emergency.

• Commissions and other benefits: Might offer performance based bonuses and other benefits after 3 months.

• PTO (Paid Time Off) After 3 months: As part time: 5 days a year. As full time: 10 days a year.

• Holidays: Before 3 months, company/American holidays off but unpaid. After 3 months, company/American holidays off and paid.

• Sick Leave: 5 paid sick days a year.

• Unpaid leave: Yes, to be coordinated.

 

Salary and Benefits:

Payment in USD or Local Currency according to candidate's preference.