[Hiring] Executive Assistant @Inside Out Hiring

Role Description

Are you an organized Executive Assistant with strong bookkeeping, cash-flow management, and operational coordination experience? We are seeking an exceptional Executive Assistant based in South Africa to serve as the trusted right-hand operational partner to the owner of a fast-growing construction and civil engineering firm based in Richmond, Virginia!

C1 ENGLISH LEVEL IS REQUIRED. The selected candidate will be speaking strictly in English during their whole shift. PLEASE SUBMIT YOUR RESUME AND AUDIO RECORDING IN ENGLISH.

Key Responsibilities

• Cash Flow, Bookkeeping & Job Costing (Top Priority): Prepare and issue invoices promptly, monitor accounts receivable, follow up on overdue payments, code receipts/expenses in QuickBooks Online, maintain accurate job-costing records, and organize supporting financial documentation.
• Field Receipt Management: Establish and maintain an efficient process for collecting, tracking, and matching receipts from field contractors to appropriate project files to reduce missing information delays.
• Inbox & Communication Management: Organize high-volume Outlook email traffic into project-based folders, archive key project communications, screen inbound messages, review call summaries, and prioritize critical issues to protect the owner's schedule.
• Operational Support & SOP Development: Identify operational bottlenecks, create structured remote-to-field workflows, and document Standard Operating Procedures (SOPs) for receipt collection, expense reporting, and document filing.
• Executive Support: Handle calendar coordination, scheduling, travel planning, administrative tasks, and ad-hoc operational requests with urgency and professionalism.

Qualifications

• Experience: Proven track record as an Executive Assistant, Senior Administrative Assistant, or Operations Coordinator working directly with business owners.
• Financial & Tech Mastery: Strong hands-on experience with QuickBooks Online, bookkeeping, invoicing, accounts receivable, and expense/job-cost tracking.
• Software Fluency: High proficiency with Microsoft Office (Outlook, Excel, Word) and Google Workspace.
• Communication: Exceptional written and spoken English communication skills; highly organized with obsessive attention to detail and accuracy.

Preferred / Highly Valued

• Experience supporting construction, civil engineering, trade, contracting, or field-service businesses.
• Hands-on experience with construction-related job costing and managing high-volume project documentation.
• Bilingual Spanish & English: Spanish proficiency is a strong advantage due to communication with trade partners and Hispanic clients.

Tech Stack Used

• QuickBooks Online
• Microsoft Outlook & Office
• Google Workspace
• VoIP telephony
• Email/SMS

Benefits

• Compensation: $2,500 – $3,000 per month
• Employment Type: Full-Time
• Work Schedule: Monday–Friday | 8:00 AM – 5:00 PM EST
• Start Date: ASAP