Executive Assistant

About the Role

• Location: Remote (Philippines)
• Shift: Monday – Friday,US Business Hours
• Type: Full-Time

Are you a process-driven professional with a deep background in Staff Accounting and Operations? We are seeking a Executive Assistant to be the operational backbone for a premier U.S.-based service firm. This is a "Right Hand" role that manages the full lifecycle of project finances—from bidding and job costing to final collections—while providing elite administrative support to executive leadership.

Core Responsibilities

• Financial Oversight & Job Costing: Oversee daily, weekly, and annual financial reporting. Manage project tracking, ensuring every bid, contract, and renewal is accurately reflected in the bottom line.
• Billing & Collections Workflow: Lead the invoicing and payment tracking process. Manage credit memos, resolve billing disputes, and ensure timely collections to maintain healthy cash flow.
• Executive Coordination: Provide comprehensive support to leadership, including complex calendar management, email correspondence, and acting as a liaison for US-based stakeholders.
• Operational Data Management: Maintain core trackers (bids, production, renewals) using Aspire CRM and advanced Excel/Google Sheets with 100% accuracy.
• Logistics & Process Improvement: Coordinate travel and events while continuously driving workflow efficiency and documenting SOPs for administrative operations.
• Contract Administration: Manage the DocuSign process for proposals and contracts, ensuring meticulous organization of all digital files and project documentation.

Qualifications & Skills

• Required Experience: 5+ years of Staff Accountant experience is mandatory. You must have a professional background in financial reporting and job costing.
• Executive Support: Proven track record as an Executive Assistant or in a high-level administrative leadership role.
• Technical Mastery: Advanced Microsoft Excel / Google Sheets skills (Pivot Tables, VLOOKUP, Data Tabulation) are required.
• Software: Experience with Aspire CRM (preferred) or similar operational/ERP software is a significant advantage.
• Communication: Exceptional written and verbal English skills for professional communication with U.S. executives and clients.
• Industry Background: Previous experience in Landscaping, Construction, or Service-based industries is highly preferred.