Executive Assistant (Remote) Job

Full Job Description

We are hiring a full-time Executive Assistant to support the owner and operations team. You will manage email communication, coordinate scheduling, maintain clean documents and spreadsheets, and support basic bookkeeping workflows inside QuickBooks Online.This role is for a highly organized, calm communicator who follows through, protects time, and keeps work clean and accurate.

Job Responsibilities

Key Responsibilities

• Manage and organize Gmail inboxes, labels, and follow-up workflows
• Draft and send professional client and vendor emails based on internal notes
• Schedule calls, site visits, and meetings, and send confirmations and reminders
• Create and maintain spreadsheets for tracking tasks, projects, and simple reporting (Excel)
• Create and edit documents, checklists, and templates (Word)
• Support QuickBooks Online workflows such as:
• Creating invoices or drafts from provided information
• Recording expenses and categorizing transactions based on rules
• Uploading receipts and attaching documentation
• Basic reconciliation support, if trained and approved
• Keep files organized and easy to find (folders, naming conventions, version control)
• Coordinate internal handoffs so items do not stall
• Maintain confidentiality across client, financial, and company information

Job Requirements

Job Requirements

• 3+ years experience as an Executive Assistant, VA, Operations Assistant, or similar
• QuickBooks Online experience managing invoices and expense categorization
• Reliable internet, quiet workspace, and availability for consistent weekly hours
• Comfortable learning our systems and following SOPs
• Strong follow-through and daily accountability
• Ability to overlap at least 4 hours per day with Pacific Time

Skills Required

• Email Management - Expert
• Business Administration - Intermediate
• Communication Skills - Intermediate

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