Executive Assistant

Position Summary

The Office Administrator / Executive & Operations Coordinator is responsible for supporting executive leadership, board operations, investor relations, and internal administrative processes in a fully remote environment. This role requires strong organizational discipline, high responsiveness, discretion with confidential information, and the ability to coordinate across functions including HR and IT support.

Executive & Board Administrative Support

• Provide direct administrative support to the CEO and executive leadership team

• Coordinate board of directors communications, scheduling, and logistics

• Prepare and distribute board materials, agendas, and meeting minutes

• Maintain strict confidentiality of sensitive executive and board information

• Track action items and follow-ups from leadership and board meetings

Investor Relations & Data Room Management

• Maintain and administer the investor data room (permissions, document updates, version control)

• Ensure accuracy, organization, and timeliness of investor-facing materials

• Coordinate investor communications, meetings, and follow-ups

• Support fundraising processes with document preparation and tracking requests

• Maintain investor contact lists and communication logs

Communication & Meeting Coordination

• Manage complex calendars across multiple stakeholders and time zones

• Schedule internal and external meetings, including investor and board meetings

• Prepare meeting agendas, materials, and post-meeting summaries

• Ensure clear, professional, and timely communication across the organization

• Act as a central coordination point for cross-functional communication

HR Operations: Onboarding & Offboarding

• Coordinate onboarding for new employees and contractors:

• Offer documentation and new hire paperwork

• Benefits enrollment (e.g., healthcare)

• Scheduling onboarding sessions

• Partner with IT to ensure timely setup of:

• Laptops and equipment

• Email accounts and system access

• Document and platform permissions

• Manage offboarding processes:

• Access revocation coordination with IT

• Equipment return tracking

• Exit documentation and compliance

IT & Systems Support (Light Technical Coordination)

• Provide first-level support for basic employee IT needs:

• Password resets

• Email setup and troubleshooting

• Access issues to company systems

• Coordinate with external/internal IT vendors for escalated issues

• Track IT tickets and ensure timely resolution

• Assist with procurement and distribution of laptops and equipment

• Maintain inventory records of company devices

Document & Knowledge Management

• Maintain and organize company document systems (e.g., Google Drive, SharePoint)

• Ensure proper version control, naming conventions, and access permissions

• Support creation and maintenance of internal documentation and SOPs

• Safeguard sensitive company and employee information

General Administrative Operations

• Develop and improve administrative processes for a remote environment

• Support company-wide initiatives, reporting, and special projects

• Maintain internal trackers (HR, IT, investor, compliance-related)

• Assist with vendor coordination and basic operational logistics

• Ensure smooth day-to-day administrative functioning of the organization

Nice-to-Have Skills

• Experience with investor data room platforms (e.g., DocSend, Dropbox Data Rooms)

• Familiarity with HRIS systems and benefits platforms

• Basic understanding of cybersecurity and data privacy best practices

• Experience in startup or high-growth environments

Why Join UniTriTeam

At UniTriTeam, we are powered by People, Passion, and Performance. We are a global organization supporting clinical research sites and organizations through staff augmentation and technology solutions. We pride ourselves on creating opportunities for our team members while delivering exceptional results for our clients.

What We Offer:

• Flexible, remote-friendly work environment

• Opportunity to grow into full-time role and expand responsibilities

• Exposure to global clinical research operations and technology

• Hands-on experience with leading platforms such as Florence eRegulatory

• Collaborative, high-growth, and entrepreneurial environment

• Ongoing professional development and training opportunities