Executive Administrative Assistant (Remote)

About STB Integrity

STB Integrity is a consulting firm dedicated to supporting international development and humanitarian organizations in preventing, investigating, and responding to integrity and ethical risks. Our comprehensive services range from investigating allegations to litigating substantiated cases of misconduct, while enhancing our clients' internal capacities to manage these issues effectively through policy and training. We pride ourselves on delivering expert, tailored solutions that uphold integrity and ethical standards in all activities.

Job Overview

We are seeking a reliable and detail-oriented Administrative Assistant to support our daily operations. This role involves managing communications, organizing schedules and documentation, and supporting the team’s internal coordination. The ideal candidate will have strong administrative experience, excellent organizational skills, and the ability to manage tasks independently in a remote setting.

Key Responsibilities

1. Manage the CEO’s Outlook inbox and LinkedIn messages in collaboration with the team
2. Coordinate calendars, schedule meetings, and organize appointments across time zones
3. Track project deadlines, deliverables, and internal metrics
4. Organize travel arrangements for team members as needed
5. File and manage documents using OneDrive, including folder creation and naming conventions
6. Liaise with French administrations and accounting service to ensure timely payments and declarations
7. Track and record invoices, receipts, and team expense reports
8. Support operational needs and assist with additional administrative tasks as required

Qualifications

1. Proven experience in administrative support, ideally in a remote environment
2. Proficient in Microsoft Office Suite (particularly Word and Outlook), OneDrive, and digital tools such as ClickUp
3. Fluent in English with strong written and verbal communication skills; bilingual candidates with French fluency are preferred

Key Attributes

1. Highly organized with strong attention to detail
2. Proactive and resourceful; able to anticipate needs and propose solutions without being prompted
3. Strong problem-solving skills and ability to work independently with minimal supervision
4. Thrives in a fast-paced environment where priorities shift and detailed instructions may not always be available
5. Comfortable learning new tools and adapting to evolving processes
6. Discreet and professional in handling sensitive or confidential information
7. Strong coordination and communication skills to support cross-functional operations

What We Offer

1. 100% remote work
2. Flexibility in working schedule
3. Support for skill development and professional growth
4. Potential for long-term collaboration and increased responsibilities
5. Opportunity to work on diverse and meaningful international projects

Job Details

This is a part-time freelance role requiring approximately 15-20 hours per month, with potential to increase as needed. One-month probation period, followed by a month-to-month contract. Availability required Monday through Friday, ideally based in CT, ET, or CET time zones.