Executive Assistant

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

📋 Description

• Receive incoming phone calls and address customer inquiries in a professional and timely manner.

• Oversee and reply to company emails, website inquiries, and online messages.

• Handle and manage online orders, catering requests, pickup orders, and delivery inquiries.

• Verify order specifics, including details, quantities, pickup or delivery timings, and customer information.

• Provide assistance to customers with questions about products, flavors, catering options, and the ordering process.

• Collaborate with relevant team members on large, wholesale, corporate, and event orders.

• Create, send, and monitor invoices, estimates, quotes, and payment requests.

• Follow up on pending invoices and customer payments.

• Keep accurate records of customer orders, invoices, payments, and communications.

• Assist with franchise inquiries, application processes, scheduling, and administrative follow-ups.

• Organize records for potential franchisees and business partners.

• Arrange meetings, appointments, calls, and franchise-related consultations.

• Manage leadership calendars and critical business deadlines.

• Facilitate communication with vendors, suppliers, delivery partners, and other business associates.

• Aid in coordinating delivery and pickup logistics.

• Follow up with customers about upcoming events, catering orders, and special requests.

• Maintain orderly digital files, contracts, invoices, customer records, and business documentation.

• Assist with inventory tracking, order records, and administrative purchasing tasks.

• Provide customer service support related to catering boxes, event orders, and customized requests.

• Help with event and catering coordination, including scheduling and customer confirmations.

• Prepare spreadsheets, reports, presentations, and other administrative documents.

• Update CRM systems, customer databases, order management systems, and internal tracking sheets.

• Assist with basic bookkeeping tasks and expense documentation.

• Coordinate signatures, contracts, applications, and other business paperwork.

• Aid in creating and maintaining administrative procedures, templates, and checklists.

• Support franchise expansion initiatives and other business growth projects.

• Help manage social media messages, customer reviews, and basic online communications.

• Carry out additional executive, administrative, customer service, and operational tasks as assigned.

⛳️ Requirements

• At least 2.5 years of demonstrated experience as an Executive Assistant, Administrative Assistant, Office Manager, Customer Service Representative, or in a related role.

• Strong background in administrative and organizational tasks.

• Exceptional written and verbal communication abilities.

• Professional and approachable phone demeanor.

• Experience managing customer inquiries, online orders, and email communications.

• Familiarity with billing, invoicing, and payment follow-up processes.

• Keen attention to detail and accuracy.

• Excellent time management and multitasking capabilities.

• Ability to handle multiple orders, customers, and deadlines concurrently.

• Proficient in Microsoft Office, Google Workspace, spreadsheets, and online business platforms.

• Experience with CRM, order management, POS, or accounting software is preferred.

• Quick to learn new software and systems.

• Strong problem-solving abilities and customer service skills.

• Self-driven with the capacity to work independently.

• Experience in supporting food service, catering, retail, e-commerce, franchise, or hospitality sectors is preferred but not mandatory.

🏝️ Benefits

• Competitive salary.

• Opportunity to influence the HR function of a rapidly expanding BPO.

• Collaborate closely with a team of industry leaders who have successfully scaled BPOs in the past.

• Opportunities for career growth and development.