What are the responsibilities and job description for the Executive Assistant position at Vigilante.us?
Job Title: Executive Assistant
Location: Charlotte, NOrth Carolina, USA (Remote)
About the Role:
About Vigilante
Modern challenges demand better tools — and we build them.
At Vigilante, we create military-grade training software engineered for the realities of today’s mission environments. Whether supporting the United States Marine Corps, L3Harris, Lockheed Martin, or Microsoft, our work centers on one principle: high-fidelity simulation should feel real, integrate cleanly, and adapt fast.
If legacy tools can’t keep up, we build the ones that can.
The Role
We are looking for a highly organized and proactive Executive Assistant based in the United States to support CEO in his daily executive operations and communication flow.
This role will also collaborate closely with Operations & Finance, reporting to Senior Operations Lead for bookkeeping, invoicing and financial administration related workflows.
This is a remote position with flexible collaboration across time zones, but partial overlap with US working hours is required.
What You’ll Do
Executive Support for CEO
- Manage executive calendars, scheduling, coordinate meetings, and streamline day-to-day operations
- Maintain organized documentation, digital workflows, and communication channels
- Prepare agendas, meeting briefs, notes, and follow-ups
- Coordinate travel arrangements and itineraries
- Serve as a trusted gatekeeper and point of contact for internal and external partners
Financial & Operations Support
- Maintain company books and financial records in QuickBooks
- Prepare and deliver reports, statements, and documentation required by CPAs
- Assist with tax-related organization and compliance tasks
- Process invoices, track expenses, and support ongoing financial hygiene
U.S. Liaison & Administrative Communication
- Interface with accountants, state and federal offices, and other U.S. institutions
- Manage forms, filings, and official correspondence as needed
What You Bring
Must-Haves:
- Proven experience as an Executive Assistant or similar role
- Hands-on QuickBooks expertise
- Understanding of U.S. taxes and experience supporting accountants/CPAs
- Strong bookkeeping and administrative organization skills
- Excellent communication, follow-through, and attention to detail
- U.S.-based (required)
- Previous work in international team
Nice-to-Haves:
- Experience with Gusto
- Familiarity with startup workflows or technical/engineering environments
- Comfort working with distributed teams
Engagement Details
- Type: Contract
- Hours: Part-time
- Location: Remote, U.S.-only
- Work Style: Flexible, self-managed, with some availability during daytime hours
How to Apply
- Share your resume and a brief note on why you’re a fit. We’re looking for someone who values clarity, precision, and mission-driven work — if that’s you, we’d love to meet you. ole.