Remote | Virtual Assistance Work | Operations Executive Assistant

Simple Financials is looking for a proactive and highly organized Executive Assistant to support our Director of Operations. This individual will maintain essential reports, databases, pricing sheets, quotations, and other spreadsheets vital to our daily operations. Additionally, they will assist with the company’s HR processes, including compensation and benefits tracking. This role requires availability during U.S. Central Time (CST) hours, with occasional flexibility for additional support via phone, Slack, and email. They will perform a variety of tasks that adapt daily to help maintain smooth operations across the company.
About Us

At Simple Financials, we love what we do and value our work’s purpose. We seek someone who shares our passion and dedication.

The Ideal Candidate

We are seeking an organized, responsive individual with a strong command of spreadsheets. This Executive Assistant (EA) role is data-driven, with a primary focus on transforming information into reports that guide strategic operational decisions. In addition to spreadsheets, the EA will manage various administrative tasks, including client billing, HR processes, workload tracking, calendar management, and team coordination. Strong accounting knowledge, particularly in QuickBooks Online (QBO), is essential for this role. Success in this position requires someone who is self-directed, analytical, and comfortable working within a team. The ideal candidate is personable, loves solving complex problems, and is open to trying new methods and learning through feedback. At Simple Financials, giving and receiving constructive feedback is encouraged as part of our growth culture.

Responsibilities and Duties

Client Billing: Ensure accuracy in client billing and follow up on outstanding invoices.
PTO Management: Track and update PTO records for the team.
Spreadsheet Maintenance: Update key spreadsheets to manage data on:Staff Capacity: Monitor staff workload and availability.
Revenue per Client: Analyze revenue generated by each client.
Monthly Billing: Oversee and maintain monthly billing records.
Client and Staff Profitability: Evaluate profitability metrics.
Utilization Rates: Track and report staff utilization.
Others, as the Director sees fit to add.
Client Pricing and Quotes: Maintain client pricing records and assist in preparing quotes for prospective clients.
Meeting Organization: Coordinate all-hands and leadership meetings.
Scorecard Updates: Update and distribute weekly scorecards to the team.
Personal Characteristics

You are highly skilled with spreadsheets.
You are comfortable admitting when you don’t know something and learning independently.
You have excellent attention to detail and quickly notice minor errors.
You frequently use Google or YouTube to self-teach new skills.
You enjoy analytical thinking and quantitative problem-solving.
You are tech-savvy and capable of troubleshooting technical issues.
You are self-directed and manage tasks without needing frequent reminders.
You consistently produce high-quality work and value achieving excellence.
You are humble, value feedback, and continually look to improve.
You enjoy using trial and error to refine processes and enhance results.
You are organized and prioritize consistency.
Must-Have Skills

Advanced proficiency with spreadsheets
Basic accounting knowledge, especially in QuickBooks Online (QBO)
Extreme attention to detail
Experience collaborating and communicating within teams
Highly organized with files and workflows
Meeting facilitation skills: agenda setting, time management, participation management, active listening, conflict resolution, summarizing, and follow-up planning
IMPORTANT NOTE: If you believe you are a strong candidate but lack one or two specific skills, please apply, and we can discuss training options if selected for the role.

Compensation and Benefits

Training and onboarding (first 3 months): $5 per hour
4th to 12th month: $6 per hour
After the first year: Compensation increase based on performance
Health Insurance Reimbursement: Up to $30/month for PhilHealth and SSS contributions
Paid Time Off: 15 days per year, starting from Day 1
Paid Holidays: Includes Christmas, New Year's, and others (specific details during onboarding)
Company Retreats: Frequent in-person or virtual retreats to foster team engagement
Ad Hoc Bonuses: Celebratory bonuses for milestones like birthdays and holidays
Career Growth: Opportunities for advancement as we expand, including future leadership roles
Profit Sharing Program: Eligibility for profit sharing after the onboarding period
To Apply

If this role aligns with your skills and interests, message us to begin the application process. We’ll send a formal application and a standard questionnaire to get to know you better.

For shortlisted candidates, we will send a follow-up questionnaire and assessments. The final stage involves interviews with leadership, including the Director of Operations and myself. After reviewing all application materials, we will make our final decision.