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
• 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 with marketing research, competitor analysis, and campaign reporting
• Cook up and distribute 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
• 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 Slides, 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