Virtual Executive Assistant

Job Title: Virtual Executive Assistant

Company: BookSmart Accounting Solutions
Website: www.booksmartaccountingsolutions.com

Facebook: www.>facebook.com/bookssmart or www.>facebook.com/booksbyhailey
Location: Arizona, USA

Company Overview:
We are a small but ambitious accounting practice that provides a range of services including bookkeeping, payroll, sales taxes and fractional CFO services. We are passionate about delivering personalized financial solutions to small and medium-sized construction and real estate businesses. We are scaling rapidly and need an innovative, resourceful, highly organized and detail-oriented Virtual Executive Assistant to work remotely and provide administrative support to our leadership team. With the ability to work remotely from anywhere, you’ll have the opportunity to leverage your organizational skills to assist our operations while balancing your personal life. We are looking for a committed Executive Assistant who wants to grow with us, as there is plenty of room to grow after 90 days of successful performance.

We value personal and professional growth; quality service; relationships with each other, our clients, and our network; clear communication; our personal time; and building a great workplace environment.

Position Overview:
We are looking for a skilled and experienced Virtual Executive Assistant to support our CEO and senior management team. The ideal candidate will be resourceful, intuitive, and detail-oriented, with strong organizational and multitasking skills. This individual must also be able to follow directions and have the ability to think outside-the-box! As our Virtual Executive Assistant, you will be the go-to person for a wide range of administrative tasks and rapidly evolving responsibilities, ensuring smooth daily operations and enabling the leadership team to focus on strategic growth initiatives and client work.

Key Responsibilities:

1. Administrative Support
Coordinate, schedule and manage executive calendars, appointments, and meetings, conference calls and team collaboration sessions, ensuring efficient time management.
Meeting Preparation: Arrange meeting logistics and preparing agendas.
Handle email management, including prioritizing, responding, and organizing emails on behalf of executives.
Follow-ups: track action items, and ensure follow-up on open items, pending emails and other decisions and tasks.
Prepare documents, reports, and presentations as needed for client meetings and internal reviews.
Filing: Maintain and organize digital files, ensuring uniform naming, tags, locations, accessibility and confidentiality.
Expense Reports: Prepare and process expense reports and reimbursements.
Administrative Tasks: Perform general administrative duties, such as ordering supplies and managing office equipment.


2. Communication
Act as the first point of contact for executives, screening and prioritizing calls and messages.
Draft and edit correspondence, emails, and other communications, ensuring clarity, perfect grammar and professionalism.
Liaise with vendors and internal teams on behalf of executives to manage information flow and follow-ups.
Sensitive Information: Handle confidential information with discretion and maintain a high level of confidentiality.

3. Project Management
Assist in the planning, execution, and monitoring of key projects to ensure timely delivery of results.
Track progress on key deliverables, deadlines, and project milestones, updating executives as necessary.
Proactively identify and resolve issues that may arise during project execution.

4. Travel Coordination
Organize and book international and domestic travel arrangements, including flights, accommodation, and ground transportation.
Prepare detailed travel itineraries and ensure smooth logistics for executives.

5. Process Improvement
Identify opportunities to improve administrative processes and workflows for better efficiency.
Communicate and or Implement solutions to automate repetitive tasks, reducing administrative burdens on executives.

6. Research & Special Tasks
Conduct research on software, tech, and other analysis as requested by the executive team.
Assist with ad hoc tasks and special projects as needed, providing flexibility and resourcefulness in a fast-paced environment.

Key Qualifications:
Experience & Skills:
Minimum 5 years of experience as an Executive Assistant or in a similar role, preferably supporting C-level executives.
Proven experience working remotely in a virtual assistant capacity, with a focus on managing administrative tasks across time zones.
Strong organizational, project management, attention to detail, and time management skills.
Strong background or understanding of accounting functions, operations, process optimization, management, and or team leadership is a plus..
Excellent written and verbal communication skills in English.
High proficiency in Google Workspace (Docs, Sheets, Calendar, Voice, etc.).
Familiarity with project management software (Asana, Keeper, Trello, or similar tools) is preferred.
Experience with accounting software (QuickBooks) is a plus but not required.
Strong background in customer service
Ability to thrive in a dynamic, forward thinking environment, wearing many hats with evolving responsibilities

Personal Qualities:
Highly resourceful and proactive, able to anticipate needs and provide solutions.
Highly self-motivated, with an entrepreneurial mindset and the ability to take initiative.
Strong attention to detail and accuracy, with a commitment to excellence in all tasks.
Intuitive, with the ability to prioritize effectively and make sound decisions under pressure.
Strong interpersonal skills, able to build and maintain positive relationships with clients, vendors, and internal teams.
Confidentiality and discretion are essential, given the nature of the role.

Mandatory Technical & Other Requirements:
NBI Clearance
Reliable high-speed internet connection and a professional home office setup with a laptop/PC.
A working camera and microphone for virtual meetings
Secure router or VPN -absolutely NO Public wifi connections are allowed-
Ability to work during Pacific Standard Time and/or Mountain Standard Time with flexibility to accommodate occasional changes in schedule.

Benefits:
Competitive salary based on experience.
You will receive a 13th month.
Work remotely with flexible hours.
Opportunities for professional growth and development.

Salary Range: Based on experience, the first 90 days of employment will be as an independent contractor paid between $3 - $7 per hour. The expectation is that you will work a minimum of 10 hours a week and a maximum of 32 hours a week. Once 90 days has passed, and your performance review confirms your understanding of the business operations and needs as well as your skillset to take the business forward, you will be eligible for a pay increase.


Reports to: C level execs or others
How to Apply:
We’re excited to hear from highly organized, motivated individuals who want to commit to a company that wants to commit to you. If you can follow directions and are ready to help us grow then apply for this role by doing the following;
Please submit your resume and a cover letter.
Using at least 500 words, outline your relevant experiences and why you believe you would be a great fit for this position at our company. Your email subject line should state your favorite number, color and dream travel destination (in that exact order). Please include details about your availability and preferred working hours.
Please attach a quick video of yourself to this same email. The video should be no more than 120 seconds, of yourself stating your full legal name, a nickname you would liked to be called, which of our values aligned with you/your values and where you see yourself in 3-5 years.
Please create a Loom video showing me and talking me through how you would schedule a zoom meeting with you and 2 other people.
If you’ve done all of the above and your application makes it through the review process, please expect to take a skills test as well as a personality assessment.


Why Join BookSmart Accounting Solutions?
- Small Business: We’re a dynamic small business with lots of room for growth and free from the bureaucracy and complexities of large corporations.
- Work from anywhere: Enjoy the flexibility to work remotely from wherever and whenever you are most productive.
- Autonomy & ownership: Take charge of your role with the freedom to make your own decisions. You’ll have the flexibility and trust to approach tasks in your own way and in your own method without any micromanaging.
- Collaborative culture: Join a supportive, people-first environment where your input is valued, and our success is shared.
- Room for Growth: Grow with the company and take on optional increasing leadership responsibilities and tasks, with an increase in pay.
- Work-life balance/Work-life integration: We understand the importance of flexibility and creating a balance that supports your well-being both personally and professionally.


Application Deadline: 9/2/2024