About the Role:

The Executive Assistant provides administrative and operational support to the Founder & CEO, helping ensure daily activities, communications, and business processes run smoothly. This role is responsible for managing email correspondence, coordinating calendars, handling billing and invoicing tasks, and supporting marketing activities.

The ideal candidate is organized, dependable, proactive, and comfortable managing multiple responsibilities in a fast-paced environment. Strong communication skills, attention to detail, and the ability to learn new industry-specific software quickly are essential. This position involves frequent phone communication and requires the ability to manage priorities while maintaining professionalism and accuracy.

Key Responsibilities

• Manage the Founder & CEO’s email inbox, organize messages, and help prioritize communications
• Coordinate calendar management, schedule appointments, and maintain an organized schedule
• Handle billing and invoicing tasks accurately and in a timely manner
• Provide administrative support for marketing activities and initiatives
• Communicate professionally with clients, vendors, and other business contacts by phone and email
• Track follow-ups, appointments, and outstanding tasks to ensure timely completion
• Maintain organized digital records and administrative documentation
• Support day-to-day business operations and assist with additional administrative tasks as needed
• Learn and use industry-specific software and digital tools to improve workflow efficiency
• Spend approximately 75–100% of each shift handling phone-based communication

Qualifications & Skills

Important Skills:

• Strong email and calendar management skills
• Excellent written and verbal communication
• Professional phone etiquette and communication
• Basic billing and invoicing knowledge
• Strong organizational and time management skills
• Excellent attention to detail and accuracy
• Ability to manage multiple tasks and competing priorities
• Strong follow-through and task tracking
• Basic marketing and administrative support skills
• Strong computer and technology skills
• Ability to learn new industry-specific software quickly
• Ability to handle confidential business information professionally

Ideal Personality & Mindset:

• Dependable and accountable
• Proactive and self-motivated
• Highly organized and detail-oriented
• Professional and service-minded
• Adaptable and willing to learn
• Resourceful when resolving routine issues
• Able to prioritize tasks effectively
• Discreet when handling sensitive information
• Responsive and consistent with follow-through
• Comfortable working independently while supporting executive priorities

Tools & Technologies

• Email and calendar management platforms
• Billing and invoicing software
• Marketing platforms and digital tools
• Phone and communication systems
• Industry-specific software
• Ability to quickly learn new industry-specific software

Skills requirements:

• Excellent English verbal and written communication
• Strategic thinker
• Writing and documentation skills
• Must be able to prioritize work
• Courteous and friendly
• Organized and has great attention to detail and quality assurance
• Ability to build trust
• Ability to work independently and manage multiple priorities
• Phone communication skills
• Other skills as required

Software requirement:

• Licensed OS

Hardware requirements:

• 5 MBPS or higher Internet (hardwired / not WIFI). If you don’t have 5 MBPS then you must agree to if selected.
• Private and quiet dedicated home office area
• Modern computer and operating system
• Back-ups in case of power or Telco interruptions
• Good headset and webcam (Preferably noise-canceling headset)

Work Schedule & Environment

• Monday through Friday
• 8:00 AM – 4:00 PM EST
• Remote work environment
• Executive administrative support role involving frequent phone communication, scheduling, billing, invoicing, and marketing support

Compensation

• $5/hour.
• All raises and bonuses are at the discretion of the client.