[Hiring] Executive Assistant @Virtual Assist

Role Description

We are seeking a highly capable and dependable Executive Assistant to provide strategic, administrative, and operational support to company leadership. This role requires exceptional organizational skills, strong business acumen, and the ability to anticipate needs before they arise. The ideal candidate thrives in a fast-paced environment, exercises sound judgment, maintains confidentiality, and can effectively manage multiple projects and priorities simultaneously.

The candidate will also be expected to work with Clearing (getclearing.com), an accounting software platform, to support accounting-related workflows, maintain accurate records, and assist with financial and administrative processes.

Key Responsibilities:

• Coordinate and maintain complex executive schedules, ensuring efficient time management and prioritization of commitments.
• Arrange internal and external meetings, including scheduling, logistics, agenda preparation, and follow-up tracking.
• Serve as a primary point of contact for executive communications, managing correspondence and ensuring timely responses.
• Screen, organize, and prioritize incoming emails, messages, and requests to maximize executive productivity.
• Prepare reports, presentations, briefing materials, and business documents for meetings and decision-making purposes.
• Track action items, deadlines, and deliverables to ensure projects remain on schedule and objectives are achieved.
• Assist in planning and coordinating company events, leadership meetings, workshops, and virtual conferences.
• Manage travel arrangements, including flights, accommodations, transportation, and detailed itineraries.
• Conduct research on industry trends, competitors, potential clients, and business opportunities, presenting findings in concise reports.
• Support recruitment efforts by coordinating interviews, communicating with candidates, and maintaining hiring records.
• Monitor key business metrics and compile performance reports for leadership review.
• Maintain and update CRM platforms, databases, and operational records with a high level of accuracy.
• Use Clearing (getclearing.com) accounting software to assist with accounting-related workflows, organize financial information, maintain accurate records, and support day-to-day financial administration.
• Assist with expense tracking, invoice processing, payment documentation, reimbursement requests, and budget-related administrative tasks.
• Help organize and monitor financial transactions and supporting documentation within the accounting system, ensuring information is complete and accurate.
• Coordinate with bookkeepers, accountants, and other relevant team members regarding financial records, documentation, and outstanding items.
• Develop, improve, and document internal processes to increase operational efficiency.
• Organize digital assets, company files, contracts, and confidential documentation in structured systems.
• Collaborate with cross-functional teams to ensure smooth communication and project execution.
• Assist with client relationship management by coordinating follow-ups, preparing meeting materials, and maintaining records.
• Support sales and marketing initiatives through lead tracking, campaign coordination, and administrative assistance.
• Monitor executive priorities and proactively identify opportunities to streamline workflows and improve productivity.
• Manage special projects and ad hoc assignments while maintaining quality and meeting deadlines.

Qualifications

• Minimum of 3 years of experience as an Executive Assistant, Senior Virtual Assistant, Operations Coordinator, or similar support role.
• Excellent written and verbal English communication skills.
• Advanced proficiency with Google Workspace and/or Microsoft Office applications.
• Experience using productivity and project management tools such as ClickUp, Asana, Trello, Monday.com, Notion, Slack, or similar platforms.
• Familiarity with CRM systems, including HubSpot, Salesforce, Zoho, or equivalent software.
• Experience with accounting software, particularly Clearing (getclearing.com), is preferred.
• Basic understanding of bookkeeping workflows, invoice management, expense tracking, and financial documentation.
• Strong ability to prioritize tasks, manage competing deadlines, and adapt to changing business needs.
• Exceptional attention to detail with strong problem-solving and decision-making capabilities.
• Ability to work independently while maintaining consistent communication with leadership.
• High level of professionalism, integrity, and confidentiality when handling sensitive business and financial information.
• Experience supporting executives, founders, or senior leadership teams is highly preferred.