Executive assistant

Executive Assistant

Welldone Cabinetry Bay Area | Remote | Full-Time

Position Goal

The Office Administrator is the Owner’s primary operational and executive support, responsible for keeping internal communications, systems, and documentation running smoothly so the Owner can focus on strategy rather than day-to-day administration. The core of this role is administrative ownership: managing Bitrix and other internal systems, handling calls and email triage, organizing company document flow, and developing job folders and process documentation. Recruiting and HR support are part of the role and a valued addition, but are secondary to the administrative and executive-support core, and can be delegated or scaled back as needed.

Position in the Org Chart

Reports directly to the Owner/CEO (Vladimir Vorobyev). Supports Division 1 — HR & Admin, with primary focus on the Communications and Productivity functions and direct administrative support to the Owner; contributes to the Personnel function (recruiting, onboarding, documentation) as a secondary responsibility.

Key cross-functional relationships:

• Owner — daily operational support, calendar, priorities, document flow • Production — system access setup and coordination, as needed

KPIs

$1500/ month. Compensation depends on experience with systems ownership and executive support background

Position Requirements

Experience

• 2+ years in an administrative, executive assistant, or operations coordinator role• Experience supporting a founder, owner, or senior executive directly — comfortable managing competing priorities and acting independently • Experience working with or configuring business systems (CRM, document management, or task management tools) • Recruiting or HR-coordination experience — a strong plus, not required • Experience in design, interior, construction, or real estate industry — preferred, not required

Technical Skills

• Bitrix24 — comfortable learning setup, user management, and task configuration (training provided; general CRM/system tech-savviness required)• Google Workspace — Docs, Sheets, Drive, Calendar • Comfortable with email management and inbox organization for a shared or executive inbox • Confident with AI tools (ChatGPT, Notion AI, or similar) — a strong plus for daily productivity and document drafting

Language & Location

• English — professional written and verbal proficiency • Fully remote • Working hours with meaningful daily overlap (minimum 4 hours per day) with U.S. Pacific Time to support real-time coordination with the Owner — see Open Questions for specifics

Personal Profile

• Self-directed — identifies what needs to be done without being asked • Detail-oriented — nothing falls through the cracks • Calm under ambiguity — comfortable building systems and processes from scratch • Communicates directly — no passive-aggressive, no drama • Proactive, suggests improvements to company processes, and isn’t afraid to ask questions or flag when they’re overloaded.

Key Responsibilities

Owner & Executive Support

• Act as the Owner’s primary administrative point of contact — manage calendar for meetings, priorities, and recurring tasks • Take on operational tasks delegated directly by the Owner — research, coordinate, and report back independently • Act as a buffer for incoming requests so routine items do not require the Owner’s direct attention • Helps the owner coordinate administrative projects and agreements

Communications & Email

• Answer and triage inbound calls and emails — route to the correct person or resolve independently • Set up, organize, and maintain company email accounts and inboxes • Maintain internal communications infrastructure — ensure the team stays connected and informed

Systems & Documentation

• Set up and maintain Bitrix24: user rights, pipelines, task structure, integrations • Organize and maintain company document flow — contracts, policies, internal records • Develop and maintain job folders and written job descriptions/instructions for company roles • Document internal processes and keep them current as systems evolve

Recruiting & HR Support (Secondary)

• Support job postings and candidate sourcing across relevant platforms when hiring is active • Screen resumes and coordinate interview scheduling; present shortlists to the Owner • Support onboarding logistics — job folder setup, systems access, first-week orientation • This scope is expected to flex with company hiring volume and may be partially delegated to a specialist or contractor as the company grows

Reporting

• Prepare a weekly summary report for the Owner covering open items, systems status, and flagged issues • Flag problems early — no surprises • Organizes the preparation and collection of metrics across different divisions

Position Duties by Frequency

Daily

• Handle inbound calls and email triage • Check and respond to internal communications and task updates • Brief check-in with Owner on priorities and open items

Weekly

• Prepare status report for Owner • Check system health: Bitrix tasks, overdue items, access issues • Review open hiring pipelines, when active

Monthly

• Update job folders and process documentation • Review document flow for completeness and organization

Common Mistakes to Avoid

• Waiting to be told what to do — this role requires initiative • Leaving systems half-configured — incomplete setup is worse than no setup • Going dark on the Owner — status updates are not optional • Letting recruiting tasks crowd out core administrative responsibilities, or vice versa — prioritize per the Owner’s current focus

What Success Looks Like

The Owner is not handling routine calls, email triage, or document organization personally. Bitrix is live, organized, and used consistently by the team. Company documentation and job folders are current and easy to find. When hiring is needed, the process moves forward with appropriate support. Status reports show up every week. Nothing is dropped.