Executive/Admin Assistant

Level 9 Virtual

About The Position

We are looking for a proactive, organized, and detail-oriented Executive/Admin Assistant to provide day-to-day administrative support and assist with invoicing, collections, and other business operations. The role involves managing communications and schedules, preparing invoices, following up with clients about overdue payments, and supporting business processes using established procedures and systems. Payroll processing and submission are not part of this role.

Requirements

Previous experience as an Executive Assistant, Administrative Assistant, or Virtual Assistant.
Proficiency in Gmail and Google Calendar.
Strong written and verbal English communication skills.
Comfortable making professional calls regarding outstanding payments.
Excellent organizational skills and attention to detail.
Ability to work independently, manage multiple priorities, and meet deadlines.
Willingness to learn new systems and follow established procedures.

Nice To Haves

Experience with QuickBooks Online, invoicing, or collections.
Experience in the construction, restoration, or a related industry.

Responsibilities

Provide day-to-day administrative and executive support.
Manage emails and correspondence using Gmail.
Manage schedules and appointments using Google Calendar.
Prepare and send invoices for required deposits and payments using QuickBooks Online (QBO).
Contact clients regarding overdue payments and follow up on outstanding invoices.
Assist with filing liens for unpaid customer accounts, following established procedures.
Submit required workers’ compensation details.
Learn to use UKG to input information as needed.
Enter jobs into the company's timecard system.
Follow established Standard Operating Procedures (SOPs).
Assist with documenting processes using Scribe.
Learn and use a planned CRM dashboard when implemented.
Perform other administrative tasks as assigned.