Executive Assistant / Operations Assistant
Position: Executive Assistant / Operations Assistant
Working Hours: US Hours (9am-5pm EST)
Full-Time, Remote Work.
Key Responsibilities
- Provide day-to-day administrative and operational support to leadership.
- Assist with bookkeeping coordination, including preparing and organizing financial information.
- Support payroll coordination and time tracking to ensure accuracy of employee records.
- Create and manage invoices and quotes for clients.
- Track and manage inventory and operational supplies.
- Maintain and update information across multiple systems including Xero, Tradify, and time tracking platforms.
- Coordinate scheduling, task tracking, and operational follow-ups.
- Communicate with customers regarding scheduling, invoices, and general service inquiries.
- Monitor tasks and workflows to ensure items are completed and followed up on.
- Help improve internal organization and processes as the company continues to grow.
Requirements
- Previous experience as an Administrative Assistant, Executive Assistant, or Operations Assistant preferred.
- Experience with invoicing, scheduling, and customer communication.
- Comfortable working with multiple software systems and learning new tools quickly.
- Experience with Xero, Tradify, or similar accounting/operations platforms is a plus.
- Strong organizational and multitasking abilities.
- Excellent communication and interpersonal skills.
- Highly proactive, detail-oriented, and reliable.
- Ability to identify tasks that require follow-up and take initiative without being prompted.
- Experience supporting a service-based company is preferred.
Benefits
- Comfortable working U.S. hours
- Remote work from home
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