Banking And Admin Assistant - Freelance Remote

Department: Support & Leadership

Location: Global+

Compensation: $7.00 / hour

Description

About the Client
An executive-led business focused on efficient entity and financial administration. The client works closely with C-suite leadership and relies on a highly organized virtual assistant to manage filings, banking follow-ups, calendar and task coordination. They value clear, timely communication and reliability during U.S. business hours.

Why does this role exist?
This role exists to ensure administrative and financial follow-ups are handled proactively so executive priorities don’t stall. The assistant will own outreach to state and financial institutions, manage the executive’s calendar and task lists, and close the loop on pending items—reducing manual follow-ups and preventing tasks from falling through the cracks. The hire will free the executive to focus on higher-value work by delivering consistent status updates and reliable execution.

The Impact you’ll make

Follow-up & external outreach

• Make outgoing phone calls to Secretary of State offices, banks, and other institutions to confirm filings and cash arrivals.
• Complete portal checks and escalate outstanding items until resolved.
• Log call outcomes and next steps in shared task system.

Email, calendar & communication management

• Triage and respond to emails per guidelines, schedule meetings, and manage calendar conflicts in Outlook.
• Provide daily status updates via WhatsApp and email.
• Coordinate Google Meet onboarding and syncs as required.

Task management & accountability

• Create, maintain and prioritize task lists; hold the executive accountable to agreed action items.
• Track deadlines and proactively surface items at risk of being missed.
• Report progress and outstanding issues in organized status notes.

Administrative & entity support

• Prepare and manage documents related to LLC filings, bank account setup, wires and related administrative tasks.
• Upload and organize filings, confirmations, P&L snapshots and bank statements into agreed folders/portals.
• Assist with basic data entry and record-keeping for financial documentation.
  
  

Skills, Knowledge and Expertise

Required:

• Demonstrable financial literacy: familiarity with LLCs, reading/interpreting P&L and bank statements.
• Comfortable making outbound phone calls to banks, state agencies and other institutions.
• Strong written and verbal English communication; experience supporting CEOs or C-suite executives.
• Proficient with Outlook (email & calendar) and comfortable with phone/VoIP and WhatsApp communications.
• Able to work U.S. business hours (PST) and perform outreach during institution open hours.
• WFH Set-Up:
  • Computer with at least 8GB RAM, an Intel i5 core processor/AMD Ryzen 5 Processor and up.
  • Internet speed of at least 40MBPS
  • Headset with an extended mic that has noise cancellation and a webcam
  • Back-up computer and internet connection
  • Quiet, dedicated workspace at home

Your Superpowers:

• Reading/interpreting P&Ls, bank statements and basic accounting-related documents.
• Familiarity with entity filings, banking interactions (wires, account verification) and state portals.
• Outlook calendar & email management; comfortable with Google Meet and phone/VoIP tools. Soft skills / personality
• Exceptionally organized, detail-oriented and reliable.
• Proactive follow-through and accountability mindset.
• Strong phone presence and clear spoken English.
• Ability to prevent items from falling through the cracks and to re-prioritize dynamically.

You should apply if...

• You take ownership of tasks, follow through until completion, and prefer structured checklists and SLAs.
• You are calm under pressure, comfortable calling institutions, and enjoy administrative systems work.
• You value clear, concise daily reporting and thrive supporting executives.
• You are disciplined, punctual for US business hours, and have a professional phone manner.

What to expect...


Work Setup:

• Remote position
• Must have a reliable internet connection and a quiet workspace
• Required to provide own computer with Intel Core i5 or something similar or higher operating system

Working Hours:

• 40 hours per week
• Monday to Friday 8 am to 5 pm Pacific Time

Compensation:

• $7 per hour
• No benefits package included
  
  

Benefits

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