Executive Assistant for U.S. Government Contracting Company (Full-Time, Proactive & Highly Organized)

About the role

I own a U.S. federal government-contracting company. We bid on and win government contracts, then manage them through to completion. I'll be honest with you: I move fast and I'm not the most organized person, so I'm looking for an executive assistant who is. Someone who keeps me, my schedule, and our contracts in order, and who pays close enough attention to start taking things off my plate before I even ask.

This is a long-term role with room to grow. With opportunity of wage increase. The right person becomes my right hand.

What you'll do

Manage my calendar and schedule — book, confirm, and protect my time; set up calls and appointments as needed
Help manage our contracts — coordinate between the government (contracting officers) and our subcontractors over email
Track submittals and deadlines — make sure the right documents are submitted on time for each contract
Create invoices for contracts and keep billing on track
Keep our records current — maintain our Asana pipeline and our "Contracts Won" tracker
Triage my email — monitor my inbox, flag what needs my attention, and follow up on submitted proposals
Support my team — answer employees' contract-related questions when they come up
Take initiative — watch how the business runs, spot what's falling through the cracks, and handle it without waiting to be told

What I'm looking for

Excellent written and spoken English — this is essential
Comfortable talking on the phone when needed
Previous experience as an executive or administrative assistant
Very organized and detail-oriented — you naturally bring order to chaos
Comfortable with Asana (or similar project trackers) and spreadsheets from day one
Proactive and self-directed — you observe, anticipate, and act
Reliable, trustworthy, and able to work independently during U.S. Eastern hours
Nice to have (not required): any familiarity with U.S. government contracting

How to apply

Start your application with the phrase "Kobe24 is the black mamba" so I know you read this posting all the way through. Then include:

Your relevant EA/admin experience
The tools you've used to stay organized (Asana, spreadsheets, calendars, etc.)
A short example of a time you took initiative and solved something before being asked

A video recording of yourself (a video, not a voice recording) telling me why you want to apply and what you'll be able to do to help me

I'm reviewing applications personally and will reach out to set up a quick interview. Thank you!