Executive Assistant

Role: Executive Assistant
Contract: Full-time Remote Contractor (40 hours weekly / 160 hours monthly)
Business Hours: Monday to Friday from 7 AM - 7 PM EST (service hours flexible during this time)
Rate: $1,000 - $1,500 USD monthly / $12,000 - $18,000 USD annually (salary is negotiable based on experience and location)
Availability to Start: Immediately

Client's Profile
This Boston-based Outsourced Accounting and Bookkeeping firm takes a forward-thinking approach to financial management, leveraging technology to streamline processes and enhance efficiency for both its team and its partners. Passionate about supporting small business owners, they specialize in bookkeeping, bill payments, and tax services tailored to businesses at various stages of growth. By embracing cloud-based solutions and remote operations, they provide customized services that adapt to each client's unique needs. With a strong commitment to building lasting partnerships, they believe that their client's success directly contributes to their own.

What You'll Do
As an Executive Assistant, you'll play a key role in supporting the CEO in both executive and administrative tasks, ensuring smooth day-to-day operations through effective time management, organization, and proactive problem-solving. Your ability to adapt and manage multiple priorities will be essential to the executive's productivity and overall success. Your responsibilities will include:

Executive Assistant Tasks:
- Manage the executive's calendar, schedule meetings, and coordinate travel arrangements, including flights, accommodations, and itineraries.
- Organize daily priorities to optimize the executive's time and productivity.
- Prepare meeting agendas, take notes, and track action items for follow-up.
- Act as the primary liaison for any inquiries on behalf of the executive.
- Screen and respond to emails on behalf of the executive as needed.
- Maintain professional relationships with clients, vendors, and business partners.
- Draft, proofread, and format reports and presentations.
- Assist in drafting proposals, managing sales documentation, and following up on leads via email or phone.
- Support the executive in tracking and managing the sales pipeline to ensure timely follow-ups.
- Conduct market research to gather insights for sales strategies.
- Monitor key sales metrics and provide regular insight reports.

Administrative Support Tasks
- Process and track expense reports in compliance with company policies.
- Maintain digital filing systems for easy document access.
- Track deadlines, projects, and key initiatives to ensure timely execution.
- Assist in coordinating small projects, managing resources, monitoring progress on delegated tasks and providing regular updates.
- Publish executive-generated content across social media platforms.
- Monitor and engage with comments, messages, and community interactions.
- Assist with content scheduling and basic social media management tasks.

What You Should Have
Must-haves:
- Minimum of five years of experience as an Executive Assistant or in a similar role, managing executive schedules, communications, and operations.
- At least one year of experience working remotely for a company based in North America, Europe, Australia, or the UAE, preferably within an accounting firm.
- Excellent English communication skills, both written and verbal, for professional correspondence and stakeholder interactions.
- Strong organizational and time-management skills to handle multiple priorities, deadlines, and confidential tasks.
- Proficiency in calendar management (Google Calendar, Outlook), travel coordination, and event planning.
- Experience with Asana or similar project management tools, plus advanced skills in Google Sheets and MS Excel.
- Social media management experience for executive branding and company updates, including content scheduling.
- Familiarity with email and communication tools like Gmail, Microsoft Office, and Slack for seamless coordination.
- Proactive problem-solving mindset with the ability to anticipate needs, streamline processes, and act independently.

Technology Specifications:
- Minimum 50 Mbps Internet Speed
- Windows 11 or macOS 15 Sequoia
- Minimum intel i5 8th gen with 8GB of RAM or Apple M1 chip with 8GB of RAM
- Webcam and Headset
- Designated Office Space in your home

Nice-to-haves:
- Experience with CRM platforms like Salesforce or HubSpot and finance tools such as QuickBooks and Expensify.
- Understanding of project management methodologies, including Agile and Kanban.

Who You Are
We are hoping you are someone who:

- Maintains a strong attention to detail and ensures accuracy in all tasks.
Plans, tracks, and coordinates projects effectively, meeting deadlines and deliverables efficiently.
- Works independently with initiative, requiring minimal supervision.
- Builds strong relationships through excellent interpersonal and communication skills.
- Handles sensitive information with discretion, professionalism, and integrity.