Role: Executive Assistant
Contract: Full-time Remote Contractor (40 hours weekly / 160 hours monthly)
Business Hours: Monday to Friday, 9 AM to 6 PM EST
Rate: $6 - $7 USD hourly / $960 - $1,120 USD monthly
Availability to Start: Immediately
Client's Profile
This US-based consulting firm partners with startups, small and medium-sized businesses, and nonprofit organizations to improve operations, strengthen collaboration, and support sustainable growth. They help organizations streamline processes, manage strategic projects, and implement practical solutions that improve efficiency and execution. With experience leading complex initiatives across multiple industries and global teams, they are committed to helping businesses build strong operational foundations and achieve long-term success.
What You'll Do
The client is seeking a versatile, detail-oriented Executive Assistant with advanced bookkeeping capabilities to serve as the Founder's right hand. This role combines executive support, administrative coordination, and routine financial administration, including calendar and inbox management, meeting coordination, accounts payable, accounts receivable, invoice management, and expense tracking. The ideal candidate is proactive, highly organized, able to work independently, and capable of keeping priorities on track while providing the Founder with clear visibility into ongoing tasks and deadlines. Your responsibilities will include:
Executive Assistant & Operations Support (50% of Daily Scope)
- Manage and maintain the Founder's calendar, including scheduling meetings, resolving conflicts, confirming appointments, and protecting time for high-priority work.
- Organize and manage the Founder's inbox by identifying priority messages, tracking follow-ups, and ensuring time-sensitive matters are addressed.
- Serve as a professional point of contact and coordinate communications with clients, prospects, vendors, contractors, partners, and other stakeholders.
- Draft, proofread, format, and organize professional emails, documents, reports, presentations, and other correspondence.
- Maintain a centralized system for tracking deadlines, commitments, delegated tasks, decisions, follow-ups, and outstanding action items.
- Track and proactively remind the Founder of upcoming meetings, deliverables, payments, deadlines, and required actions.
- Prepare meeting agendas, background materials, relevant documents, and outstanding decision items.
- Attend or review designated meetings, as requested, and document key decisions, responsibilities, action items, and deadlines.
- Help prioritize competing requests based on urgency, business impact, and the Founder's objectives.
- Build and maintain SOPs, trackers, and administrative systems to ensure consistency and repeatability.
- Provide structured end-of-day updates summarizing completed work, outstanding priorities, decisions needed, and blockers.
- Create structure and visibility across the Founder's workload to support growing client and business demands.
- Maintain and improve internal file organization, document templates, and workflow tools. Flag where systems are breaking down and propose tightening.
- Hold a clear view across all active engagements so nothing falls between projects. Maintain a cross-client tracker that surfaces deadlines, deliverables, and dependencies in one place.
Light Client Project Management (15%)
- As requested support tasks assigned by Founder for individual client work
- Proactively seek out opportunities to add capacity
Bookkeeping Support (20% of Daily Scope)
- Manage routine bookkeeping and financial administration using the Company's approved spreadsheets or accounting platform.
- Maintain accurate records of income, expenses, invoices, bills, payments, reimbursements, and other financial transactions.
- Manage accounts payable, including tracking due dates, preparing payments for approval, processing authorized payments, and maintaining payment records.
- Manage accounts receivable, including preparing invoices, tracking outstanding balances, recording payments, and following up on overdue accounts.
- Organize receipts, invoices, payment confirmations, and supporting financial documentation.
- Assist with bank accounts, payment platforms, authorized transfers, and transaction tracking.
- Identify and escalate missing documentation, duplicate charges, overdue balances, discrepancies, unusual transactions, or cash-flow concerns.
- Support the implementation and ongoing use of bookkeeping software such as QuickBooks or Xero.
Administrative & Coaching Practice Support (10% of Daily Scope)
- Manage routine administrative workflows supporting the Founder's coaching and consulting practice.
- Support client onboarding by organizing agreements, intake information, contact details, payment information, scheduling requirements, and engagement materials.
- Maintain accurate client records, documents, correspondence, notes, and engagement information.
- Track client deliverables, scheduled touchpoints, forms, invoices, payments, and required follow-ups.
Personal Administrative Support (10% of Daily Scope)
- Assist the Founder with occasional personal scheduling, reminders, appointments, purchases, and other light administrative tasks, as requested.
What You Should Have
Must-haves:
- At least four years of professional experience as an Executive Assistant, Administrative Professional, or in a similar operations support role.
- At least one year of experience supporting a North America-based company in a global remote or virtual environment.
- Proven experience managing executive calendars, inboxes, meetings, follow-ups, action items, and competing priorities.
- Experience communicating professionally with clients, vendors, and other stakeholders on an executive's behalf.
- Advanced experience with expense tracking, accounts payable, accounts receivable, invoicing, and financial recordkeeping.
- Proficiency with Google Workspace, including Gmail, Calendar, Drive, Docs, and Sheets.
- Experience using Mercury for AR & AP and bookkeeping platforms such as QuickBooks or Xero.
- Strong attention to detail, particularly when handling financial records, client information, deadlines, and deliverables.
- Proven ability to work independently, exercise sound judgment, anticipate needs, and proactively resolve routine issues.
- Ability to create and maintain SOPs, trackers, filing systems, and repeatable administrative workflows.
- Comfort using AI tools such as ChatGPT and Claude to support drafting, research, organization, and workflow efficiency.
- Excellent written and verbal English communication skills.
- Ability to provide clear end-of-day updates and maintain visibility into priorities, completed work, and blockers.
Technology Specifications:
- Minimum 100 Mbps Internet Speed
- Windows 11 or macOS 15 Sequoia
- Minimum Intel i5 8th gen with 8GB RAM or Apple M1 chip with 8GB RAM
- Webcam and Headset
- Designated Office Space in your home
Nice-to-haves:
- Prior experience within the Finance industry.
- Prior experience providing executive support to Founders in the Coaching and Consulting space.
- Familiarity with using Gusto.
Who You Are
We are hoping you are someone who:
- Anticipates the Founder's needs and proactively identifies scheduling, communication, or workflow issues before they become problems.
- Works independently, takes ownership of responsibilities, and manages day-to-day priorities with minimal supervision.
- Demonstrates exceptional attention to detail when handling financial records, schedules, client information, and documentation.
- Handles sensitive business, financial, client, and personal information with the highest level of professionalism, discretion, and confidentiality.
- Communicates clearly, professionally, and accurately with team members, clients, vendors, and other stakeholders.
