Administrative & Executive Assistant – Part-Time

This is a fully remote position, open to applicants in United Kingdom.

📋 Description

• Oversee and manage the owner's business email inbox.

• Recognize and prioritize urgent emails, pending communications, outstanding responses, and necessary follow-ups.

• Compose or send routine email replies when permitted.

• Offer general administrative and executive support across a variety of business tasks.

• Ensure accurate maintenance of records, trackers, and digital documentation.

• Handle assigned tasks, follow-ups, and deadlines efficiently.

• Adhere to established workflows and procedures.

• Organize information and coordinate regular operational activities.

• Detect missing information, potential challenges, and opportunities for process enhancement.

• Monitor client account inboxes and identify incoming supplier invoices.

• Process invoices in bookkeeping software according to established protocols.

• Maintain organized processes for handling financial documents.

• Conduct basic Xero and finance administration, which includes statement reviews, remittance updates, transaction verification, and reconciliation tasks.

• Identify discrepancies and escalate them for further review.

• Track client identification records, expiration dates, risk assessments, and compliance deadlines.

• Keep compliance records and administrative trackers up to date.

• Follow Anti-Money Laundering (AML) and client-administration procedures.

• Manage confidential client and financial information with care.

• Assist with additional executive, administrative, and practice-support responsibilities.

• Acquire knowledge of new software, systems, and internal processes.

• Provide timely updates regarding progress, outstanding items, and any potential issues.

⛳️ Requirements

• Prior experience in administrative roles, executive assistance, office administration, or business support is essential.

• Strong written English skills and professional email communication abilities are required.

• Excellent organizational skills and a keen attention to detail are mandatory.

• Ability to quickly learn new systems, software, and procedures is essential.

• Strong initiative, follow-through, and problem-solving capabilities are required.

• Good time management skills and the ability to juggle multiple tasks and deadlines are necessary.

• Capacity to work independently while adhering to documented procedures is required.

• Experience in managing emails and inboxes is preferred.

• Familiarity with Xero or other bookkeeping platforms is advantageous but not essential.

• Experience in invoice administration, supplier statements, or basic finance support is preferred.

• Background in supporting UK businesses or professional services practices is a plus.

• Knowledge of GDPR, AML administration, or compliance tracking is beneficial.

• Understanding of confidentiality and proper handling of financial and client information is required.

• Proficiency in Microsoft Outlook / Email Platforms.

• Experience with Microsoft Teams.

• Knowledge of Microsoft Excel / Google Sheets.

• Familiarity with Microsoft Office / Google Workspace.

• Experience with remote desktop systems.

• Ability to work with other client-specific business applications as needed.

• Strong written and verbal English skills are required.

• Availability for 10 contracted hours per week, Monday through Friday, during early morning UK time.

• Contractors will operate under a Master Services Agreement and a Statement of Work.

🏝️ Benefits

• Competitive compensation rates.

• Weekly payment schedule.

• A variety of open roles are available.

• Free training and opportunities for upskilling.

• Continuous support and guidance.

• A vibrant community that is always ready to assist you.

• Potential for increased hours based on performance and workload.