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mDoc
Administration
Remote
This is a remote position.
You will be an integral member of the executive leadership support team, serving as the primary operational partner to the Co-Founders. You will work closely with internal teams across HR, Finance, and other departments to ensure that the Co-Founders' time is optimized and administrative processes run seamlessly.
You will be expected to manage complex schedules proactively, coordinate travel logistics, maintain accurate expense records, complete timesheets and trip reports, and serve as a trusted gatekeeper for founder communications. Your ability to prioritize competing demands and maintain meticulous attention to detail will be critical in enabling the Co-Founders to focus on high-impact strategic work.
Along with the leadership team, you will foster a culture of professionalism, accountability, and proactive support. You must be comfortable working with multiple productivity tools regularly, including Google Workspace, travel booking platforms, expense management software, and project management tools. Our team values discretion, adaptability, and a drive to support organizational excellence. As a growing
organization, some role fluidity and cross-functional collaboration should be expected.
Calendar & Schedule Management
Manage and coordinate the Co-Founders' calendars, including scheduling meetings, appointments, and interviews.
Proactively identify scheduling conflicts and resolve them efficiently.
Send meeting reminders, prepare agendas, and ensure Co-Founders are prepared for all engagements.
Coordinate internal and external meetings across multiple time zones.
Travel Coordination & Logistics
Arrange all travel for Co-Founders, including flight bookings, hotel accommodation, ground transportation, and visa processing where required.
Prepare detailed travel itineraries with all relevant information (flight details, hotel addresses, meeting locations, contact information).
Manage travel changes and last-minute adjustments efficiently.
Ensure all travel aligns with company policies and budgetary guidelines.
Expense Management & Reporting
Complete and submit timesheets for Co-Founders on a weekly/monthly basis.
Prepare and submit trip reports and expense claims promptly after each business trip.
Track and reconcile Co-Founders' expenses in coordination with the Finance team.
Ensure all outstanding expenses and reports are closed out promptly to support audit and compliance requirements.
Administrative Support
Serve as the primary point of contact and gatekeeper for the Co-Founders.
Screen and prioritize emails, calls, and requests on behalf of the Co-Founders.
Draft correspondence, presentations, and reports as needed.
Maintain organized filing systems for important documents and records.
Handle confidential information with discretion and professionalism.
Meeting & Event Coordination
Coordinate logistics for executive meetings, board meetings, and leadership off sites.
Prepare meeting materials, presentations, and briefing documents.
Take meeting notes and follow up on action items as required.
Organize team events and stakeholder engagements as needed.
Project & Task Management
Track and follow up on key priorities and action items for the Co-Founders.
Ensure deadlines are met and that nothing falls through the cracks.
Provide reminders and proactive support to keep Co-Founders on track with strategic priorities.
Assist with special projects and research assigned.
