Executive Operations & Finance Specialist – AI & Automation

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

📋 Description

• Deliver direct administrative assistance to company executives.

• Oversee calendars, arrange meetings, coordinate appointments, and prioritize commitments for executives.

• Prepare meeting agendas and relevant materials, take notes, and track outstanding items.

• Compose and refine emails, reports, presentations, letters, and various business communications.

• Organize travel arrangements, including reservations, itineraries, and related logistics.

• Support special projects and ensure timely completion of deadlines and commitments.

• Engage with employees, tenants, vendors, lenders, business partners, and other stakeholders.

• Assist executives in maintaining organization across multiple companies, properties, and projects.

• Prepare and manage financial reports, operating dashboards, budgets, and forecasts.

• Analyze revenue, expenses, occupancy, cash flow, and budget discrepancies.

• Support monthly KPIs and clarify trends and results.

• Execute financial models for acquisitions, developments, and other business decisions.

• Identify opportunities for process improvement through AI, automation, or system integration.

• Create and sustain AI-assisted workflows for finance, accounting, operations, marketing, leasing, construction, and executive administration.

• Utilize AI tools to analyze data, summarize documents, prepare reports, draft communications, and aid decision-making.

• Develop automated dashboards, templates, and internal tools.

• Assess AI applications and recommend advantageous tools.

• Integrate information across accounting, property management, payroll, expense management, and construction systems.

• Train employees on approved AI tools.

• Measure enhancements in efficiency, accuracy, productivity, and costs.

• Manage company software platforms and business systems.

• Oversee onboarding and offboarding in technology systems, including accounts, permissions, and equipment assignments.

• Collaborate with technology vendors and service providers.

• Evaluate and implement technology solutions.

• Provide basic technical support and troubleshooting.

• Monitor software subscriptions, licenses, and renewals.

• Assist with cybersecurity, access controls, password management, and technology best practices.

• Facilitate integrations between HR, payroll, accounting, communication, and operational platforms.

• Keep executives organized, prepared, and focused on their priorities.

• Generate accurate, timely financial reports and enhance leadership visibility into performance.

• Minimize repetitive administrative and financial tasks.

• Improve organization and accessibility of company information.

• Support leadership in making quicker, more informed decisions.

⛳️ Requirements

• Preferred Bachelor's degree in finance, accounting, business, information systems, or a related field.

• Prior experience as an executive assistant, financial analyst, accountant, business analyst, or in a similar role.

• Strong organizational and time-management skills.

• Experience with financial reporting, budgeting, accounting, or data analysis.

• Advanced proficiency in Microsoft Excel or Google Sheets.

• Keen interest in artificial intelligence, automation, and emerging business technologies.

• Excellent written and verbal communication skills.

• Exceptional attention to detail, judgment, discretion, and follow-through.

• Capability to manage multiple priorities in a dynamic, entrepreneurial environment.

• Ability to work independently, anticipate needs, and take ownership of tasks.

• Comfortable researching new technologies and learning unfamiliar software.

• Experience supporting a business owner, executive, or senior leadership team.

• Familiarity with financial modeling, dashboards, or business intelligence platforms.

• Experience in commercial real estate, property management, construction, self-storage, or real estate development.

• Familiarity with tools such as ChatGPT, Microsoft Copilot, Power BI, Power Automate, Zapier, Make, or similar platforms.

• Working knowledge of APIs, SQL, Python, or other automation tools is helpful but not mandatory.

• CPA, CMA, MBA, or another relevant certification is a plus but not required.

• Availability to work Monday–Friday, 8:00 AM–5:00 PM CT.

• English proficiency adequate for professional work; resume must be formatted in English.

🏝️ Benefits

• Remote work arrangement.

• Flexibility as an independent contractor (contractors are responsible for their own equipment, taxes, and benefits).