Remote Executive Assistant to COO at Bish Enterprises in Giltner, NE, United States

Job description

• Bish Enterprises is seeking a highly organized, proactive, and dependable Remote Executive Assistant to provide independent contractor services supporting our Chief Operating Officer (COO).
• This engagement is more than task management. The Executive Assistant will help the COO manage priorities, organize information, coordinate communication, track commitments, and keep projects and follow-ups moving across the organization.
• The right person will become a trusted remote partner who can anticipate needs, manage multiple priorities, communicate professionally, and independently close open loops without requiring constant direction.
• Because this work is fully remote, strong self-management, responsiveness, organization, and follow-through are especially important.
• A strong Remote Executive Assistant at Bish does more than wait for individual tasks to be assigned.
• Takes ownership of responsibilities and follows through consistently.
• Notices when something is incomplete, unanswered, or approaching a deadline.
• Keeps commitments and follow-ups from falling through the cracks.
• Can independently prioritize multiple requests.
• Understands what is urgent, what can wait, and when clarification is necessary.
• Learns processes quickly and becomes increasingly independent.
• Takes useful notes and remembers recurring expectations.
• Communicates clearly and professionally in both written and verbal communication.
• Is comfortable respectfully following up with coworkers and executives.
• Can manage changing priorities without losing organization.
• Looks for practical solutions rather than simply identifying problems.
• Works effectively without micromanagement.
• Maintains responsiveness and accountability in a remote environment.
• Knows when to use independent judgment and when clarification is needed.
• Handles confidential information with discretion.

Responsibilities

• Executive & Calendar Support
• Manage the COO’s calendar, appointments, meetings, and scheduling priorities.
• Coordinate and confirm phone calls, Teams/Zoom meetings, appointments, speaking engagements, and other commitments.
• Identify scheduling conflicts and help prioritize the COO’s time.
• Ensure the COO has necessary documents, notes, links, background information, and supporting materials before meetings.
• Coordinate travel, accommodations, itineraries, events, and related logistics.
• Help keep the COO prepared for upcoming meetings, deadlines, commitments, and responsibilities.
• Inbox, Communication & Follow-Up
• Maintain and organize the COO’s email inbox and communications.
• Track requests, commitments, deadlines, and follow-up items.
• Draft, format, proofread, and review emails, correspondence, reports, quotes, presentations, and other materials.
• Communicate professionally with employees, customers, vendors, partners, industry organizations, nonprofit stakeholders, and other external contacts.
• Maintain relationship continuity and make sure promised information and follow-ups are completed.
• Help ensure important messages and requests do not get overlooked.
• Project & Team Coordination
• Follow up on projects with team members across administration, sales, marketing, production, engineering, and other departments.
• Track project deliverables, deadlines, open questions, responsibilities, and next steps.
• Help maintain accountability across projects and departments.
• Follow up on outstanding action items until they are completed or resolved.
• Take clear meeting notes and organize discussions into action items.
• Maintain organized project notes, files, and supporting information.
• Upload and organize customer records, notes, CRM updates, and other business information when requested.
• Business, Industry & Organizational Support
• Prepare presentations, reports, correspondence, meeting materials, and supporting documents.
• Conduct basic research and organize information for executive review.
• Assist with event, conference, travel, and speaking-engagement logistics.
• Provide administrative assistance for industry organizations, nonprofit initiatives, legislative or advocacy activities, and related projects.
• Help coordinate communication across organizations and external stakeholders.
• Handle confidential and sensitive information with professionalism and discretion.
• Support changing business and executive priorities as needed.

Requirements

• Required
• Fluent professional English and Spanish, written and spoken.
• Currently located in Central or South America.
• At least 2 years of experience as an Executive Assistant, Administrative Assistant, or in a closely related support role.
• Previous experience working successfully in a remote environment.
• Strong organizational and time-management skills.
• Excellent attention to detail and accuracy.
• Strong written communication and proofreading skills.
• Demonstrated reliability and follow-through.
• Ability to independently manage multiple responsibilities, deadlines, and changing priorities.
• Strong judgment and discretion when handling confidential or sensitive information.
• Professional communication skills when interacting with executives, employees, customers, vendors, and external organizations.
• Outlook
• Word
• Excel
• PowerPoint
• Teams
• Strong computer skills and the ability to learn new software and systems quickly.
• Reliable internet access and an appropriate remote working environment.
• Ability to maintain meaningful availability for collaboration during agreed-upon hours overlapping with the U.S. Central Time Zone.
• Experience directly supporting a COO, CEO, founder, entrepreneur, or senior executive.
• Experience managing executive calendars and email inboxes remotely.
• Experience coordinating projects across multiple departments.
• Experience with CRM systems.
• Familiarity with project-management tools such as Smartsheet, Trello, Asana, or similar systems.
• Experience in sales support, marketing, public relations, customer communication, or business operations.
• Experience coordinating travel, conferences, events, or speaking engagements.
• Interest in agriculture, sustainability, agricultural equipment, manufacturing, hemp, or mission-driven organizations.
• Agricultural experience is not required. The ability to learn quickly, understand executive priorities, communicate professionally, and become increasingly independent is more important.

Skills

Required

• Professional communication skills

Preferred

• Experience with CRM systems

Benefits

• Fully remote work.
• Opportunity to work closely with senior leadership.
• Exposure to agriculture, manufacturing, business operations, industry organizations, and mission-driven projects.
• A varied engagement involving multiple parts of the business.
• Opportunity to take on greater responsibility as trust and capability develop.
• An environment where initiative, accountability, and strong performance are valued.