Executive Assistant

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

📋 Description

• Oversee calendars, meetings, appointments, and resolve scheduling conflicts.

• Prioritize daily and weekly tasks based on urgency and business significance.

• Create concise summaries of upcoming tasks, meetings, and priorities.

• Ensure critical deadlines, appointments, and follow-ups are adhered to.

• Generate, dispatch, and monitor invoices through QuickBooks.

• Track outstanding invoices and pursue overdue payments.

• Maintain precise and organized billing documentation.

• Identify invoice discrepancies, missing details, or payment delays.

• Transform voice notes, messages, and instructions into structured task lists.

• Assign deadlines and monitor the completion of action items.

• Follow up with both internal and external contacts regarding pending requirements.

• Uphold a consistent follow-up cycle of 24–48 hours.

• Escalate tasks that are delayed, blocked, or need executive intervention.

• Maintain straightforward tracking systems using Notion, Google Sheets, or Microsoft Excel.

• Keep project details, deadlines, and action items organized and current.

• Provide transparency across various projects and business workflows.

• Organize information from emails, calendars, QuickBooks, and task-tracking tools.

• Enhance basic administrative systems as necessary.

• Manage operational emails and SMS follow-ups efficiently.

• Address routine administrative inquiries using approved information.

• Direct incoming requests to the appropriate personnel or system.

• Document important requests, updates, and action items.

• Maintain clear and professional written communication.

• Present simple status reports reflecting completed, pending, and blocked tasks.

• Track project advancements, deadlines, and operational constraints.

• Conduct light tracking of project costs against anticipated expenses.

• Emphasize overdue items, risks, and priorities that need attention.

⛳️ Requirements

• Prior experience as an Executive Assistant, Operations Assistant, Administrative Assistant, Project Coordinator, or a similar position.

• Proficient in managing calendars, schedules, priorities, and follow-ups.

• Familiarity with invoicing, billing, or basic QuickBooks functionalities.

• Excellent organizational and task-management abilities.

• Comfortable operating across multiple businesses, projects, and priorities.

• Strong written English communication skills.

• Proficient in Google Calendar, email, Google Sheets, or Microsoft Excel.

• Capacity to work independently and complete tasks without frequent reminders.

• Availability during Canadian/North American business hours.

• Experience with QuickBooks Online.

• Familiarity with Notion or a comparable project-management platform.

• Experience with Google Voice or SMS-based business communication.

• Background in supporting construction, creative, or service-oriented businesses.

• Basic experience in tracking project expenses, invoices, or operational costs.

🏝️ Benefits

• Highly organized, proactive, and reliable.

• Consistent in follow-ups and task completion.

• Comfortable receiving instructions via voice notes and messages.

• Capable of identifying urgent tasks and prioritizing them effectively.

• Detail-oriented in managing schedules, invoices, and business records.

• Confident in working independently in a fast-paced environment.

• Able to maintain oversight across multiple projects without feeling overwhelmed.