Executive Assistant & Business Operations Associate

About the role

gigmote is looking for a highly capable, switched-on Executive Assistant & Business Operations Associate to work directly with the Founder. This is much more than a traditional administrative role. We need someone who can think independently, stay ahead of priorities, manage moving pieces, and take ownership of tasks from start to finish. The role combines executive assistance, accounting administration, payroll coordination, business operations, relationship management, travel, communications, and support during tax season. You will work closely with the Founder and become an important part of keeping both the Founder and gigmote organized and operating efficiently. We are looking for someone who is commercially aware, comfortable with numbers, highly organized, trustworthy, proactive, and capable of making good decisions without constant supervision.

What you'll do

• Manage the Founder’s calendar, meetings, appointments, and scheduling
• Coordinate meetings across multiple time zones
• Manage travel planning including flights, accommodation, itineraries, and logistics
• Manage and prioritize the Founder’s email and communications
• Draft emails, follow up on outstanding requests, and ensure important communications are not missed
• Coordinate communications with clients, contractors, candidates, vendors, and business partners
• Track the Founder’s commitments, deadlines, follow-ups, and action items
• Assist with day-to-day administration of gigmote’s remote workforce
• Coordinate with gigmote agents and contractors regarding schedules, attendance, leave, payroll, and operational matters
• Maintain accurate employee and contractor records
• Assist with monthly payroll preparation and verification
• Review timesheets, hours, salaries, deductions, bonuses, and other payroll inputs

What you'll bring

• Excellent organizational and time-management skills
• Strong written and verbal communication skills
• Strong attention to detail
• Accounting or bookkeeping knowledge and comfort working with numbers
• Experience with payroll, expenses, invoices, or financial administration
• Ability to manage calendars, email, scheduling, and multiple competing priorities
• Ability to work independently without constant supervision
• Strong follow-up and accountability skills
• High level of computer and technology proficiency
• Comfortable working with spreadsheets and business software
• Professional and confident when communicating with clients, vendors, and team members
• Highly trustworthy and able to handle confidential information
• Strong problem-solving and critical-thinking ability

Nice to have

• Accounting, finance, business, or related degree
• Experience working directly with a Founder, CEO, or executive
• Experience with QuickBooks or other accounting software
• Experience administering payroll
• Experience working for a startup or rapidly growing company
• Experience with HR or workforce administration
• Experience coordinating international travel
• Experience working with remote teams across multiple countries
• Experience with CRM, project management, and HR/payroll platforms
• Strong Excel or Google Sheets skills
• Experience supporting tax preparation or working with accountants

Benefits

• Work directly with the Founder and gain exposure to multiple areas of business operations
• High level of responsibility and autonomy
• Opportunity to grow into a broader business operations or executive management role
• Remote position
• Work with an international workforce and growing global business
• Opportunity to develop experience across operations, finance, workforce management, and business development