Remote - Executive Assistant with Marketing & Bookkeeping Experience - US Based

Responsibilities

• Manage calendars and schedule meetings and appointments for clients
• Coordinate domestic and international travel arrangements and accommodations
• Prepare and edit documents, reports, presentations and correspondence
• Manage email inboxes and handle phone calls and other communications
• Organize and maintain files, records, databases and confidential information
• Aid in marketing initiatives including email campaigns, social media scheduling and content coordination
• Maintain and update CRM systems ensuring accurate customer and lead records
• Assist in marketing research, competitor analysis and campaign reporting
• Cook up and coordinate marketing assets, promotional materials and event logistics
• Perform bookkeeping and finance support tasks including invoice processing, accounts payable, accounts receivable, expense management, bank reconciliations and financial record keeping
• Maintain and update financial records using accounting software such as Xero, QuickBooks or similar platforms
• Aid in budget tracking, financial reporting and other finance-related administrative tasks as required
• Collaborate with clients, accountants, marketing vendors and internal stakeholders to ensure smooth business operations
• Collaborate with team members to ensure efficient workflows and operational excellence
• Arrange and coordinate meetings, events, conferences, webinars and client engagements
• Respond to and manage client requests including ad hoc tasks with professionalism, discretion and attention to detail

Requirements

• Minimum of 3 years of experience as an Executive Assistant, Executive Administrator, Operations Coordinator or in a similar executive support role
• Proven experience supporting C-level executives, founders, business owners or senior leadership teams
• Experience with bookkeeping and finance administration including invoicing, accounts payable, accounts receivable, expense management, bank reconciliations and financial record keeping
• Proficiency using accounting software such as Xero, QuickBooks or similar financial platforms
• Experience supporting marketing initiatives including CRM management, email marketing, campaign coordination, content scheduling or lead management
• Familiarity with CRM platforms such as HubSpot, Salesforce, Pipedrive or similar systems
• Experience using AI tools such as ChatGPT, Claude, Gemini or similar platforms to improve productivity, research, content creation and workflow automation
• Exceptional organizational and time management skills with the ability to manage multiple priorities in a fast-paced environment
• Strong verbal and written English communication skills
• Highly proficient in Google Workspace including Gmail, Calendar, Docs, Sheets and Microsoft Office applications
• Comfortable using collaboration and project management tools such as Slack, Zoom, Notion, Asana, ClickUp, Trello, Jira or similar platforms
• Experience managing complex calendars, coordinating meetings across multiple time zones and supporting executive schedules
• Strong attention to detail with excellent follow-through, accuracy and accountability
• Ability to manage confidential and sensitive information with professionalism, discretion and integrity
• Resourceful, proactive and capable of working independently with minimal supervision
• Strong critical thinking and problem-solving skills with the ability to anticipate executive needs and recommend solutions
• Comfortable working in a fast-paced startup, scale-up or technology-driven environment
• Experience collaborating effectively with cross-functional teams, clients and stakeholders
• Reliable high-speed internet connection and a professional remote work environment