[Hiring] Executive Admin / Finance Assistant @Somewhere

Role Description

This is a full-time, fully remote executive administrative role with a financial operations component. You will be the single point of contact for all back-office functions — from managing communications and scheduling to maintaining QuickBooks records and coordinating vendor invoices. The expectation is a proactive, self-directed operator who can anticipate needs, clear bottlenecks, and keep the business running smoothly without constant direction.

Key Responsibilities

• Admin & Operations
  • Manage owner's inbox and calendar
  • Coordinate scheduling across multiple job sites
  • Handle high-volume phone and email communications
  • Triage and route requests from field teams
  • Implement and manage tools like Slack or Monday.com for internal coordination
  • Track material orders and logistics requests
• Finance & Bookkeeping
  • Maintain and update QuickBooks records
  • Process vendor and subcontractor invoices
  • Reconcile historical bookkeeping backlog
  • Track accounts payable across multiple contractors
  • Ensure vendor information is accurate and current
  • Flag discrepancies and escalate when needed

Qualifications

• QuickBooks
• Invoice management
• Vendor coordination
• Calendar and inbox management
• Executive assistant experience
• Proactive communication style
• Slack or Monday.com familiarity
• Strong written English
• Self-directed working style
• Construction industry background (a plus)

Requirements

• The ideal candidate doesn't wait to be told what to do next.
• If a task is overdue, they flag it.
• If a process is broken, they suggest a fix.
• They can manage the operational chaos of a construction business — juggling logistics, finance, and communications — with confidence and initiative.
• Prior experience supporting a founder or operations lead in a trade or construction environment is a strong advantage.

Compensation & Terms

• Monthly salary: Dependent on experience and location
• Contract type: Independent contractor

Working Hours

• Full-time, with overlap aligned to the Bermuda time zone (AST, UTC−4)