Philippines onlyHyre is a fast-growing virtual assistant service company dedicated to providing exceptional support to our clients. We value innovation, efficiency, and a commitment to excellence. Join us and be part of a dynamic team that empowers businesses to thrive.
Role Overview
We are seeking a highly organized and proactive Executive Assistant to support our clients with various administrative and operational tasks. The ideal candidate is detail-oriented, resourceful, and comfortable managing multiple priorities in a remote work environment.
Key Responsibilities
- Provide comprehensive administrative support to executives and leadership, including scheduling, calendar management, and meeting coordination
- Manage communication flow: handle emails, calls, correspondence, and follow-ups on behalf of executives
- Oversee billing and collections processes, ensuring timely invoicing, payment tracking, and follow-up with clients
- Prepare, maintain, and update operational trackers and reports (scheduling, contracts, renewals, billing, collections)
- Assist with document management, including contracts, proposals, DocuSign processing, and file organization
- Support US-based teams by acting as a liaison between executives and internal/external stakeholders
- Coordinate travel, events, and logistics for executives and teams as needed
- Drive process improvements in administrative operations and workflow efficiency
- Oversee job costing and financial reporting (daily, weekly, annual), including analysis, revisions, and 0-100 project tracking
- Manage bids, proposals, and contracts, including tracking, renewals, DocuSign processing, and lost bid monitoring
- Handle collections and billing workflows, including trackers, reports, credit memos, dispute resolution, and follow-ups
- Maintain and update core operational trackers (job cost, collections, bids, production, contracts, renewals)
- Perform data entry, tabulation, and reporting, including Aspire data management and report consolidation
- Provide administrative and operational support (email, scheduling, documentation, meetings, to-do tracking)
- Support seasonal and service-based operations (snow, landscaping, enhancements, sprinkler services, renewals)
- Collaborate cross-functionally and drive process improvements and workflow efficiency
Tools & Systems
- Aspire (preferred) or similar operational software
- Google Workspace / Microsoft Office (advanced Excel/Sheets required)
- DocuSign and CRM/project tracking tools
- Aspire (preferred) or similar operational software
- Google Workspace / Microsoft Office (advanced Excel/Sheets required)
- DocuSign and CRM/project tracking tools
Requirements
- Proven experience as an Executive Assistant or in a similar administrative support role (REQUIRED)
- Experience supporting US-based executives, leadership, or teams
Strong background in:
- Organization and time management
- Scheduling, calendar management, and meeting coordination
- Billing and collections processes
- Advanced Excel/Google Sheets skills
- Managing multiple trackers and high-volume data accurately
- Strong analytical, organizational, and problem-solving skills
- Excellent communication (written and verbal) and attention to detail
- Professional Staff Accountant experience (REQUIRED)
Strong background in:
- Job costing
- Financial reporting
- Billing and collections
- Advanced Excel/Google Sheets skills
- Ability to manage multiple trackers and high-volume data accurately
- Strong analytical, organizational, and problem-solving skills
- Excellent communication and attention to detail
Nice to Have
- Experience in landscaping, construction, or service-based industries
- Familiarity with Aspire or similar platforms
- Experience with travel planning and event coordination
- Experience in landscaping, construction, or service-based industries
- Familiarity with Aspire or similar platforms
- Experience supporting US-based teams/clients
Success in This Role Looks Like
- Executives and teams are well-supported and organized
- Accurate, timely scheduling, billing, and collections
- Consistently updated trackers and systems
- Efficient communication and proactive follow-ups
- Process improvements and increased workflow efficiency
- Accurate, timely financial and job cost reports
- Organized and consistently updated trackers and systems
- Improved collections and billing efficiency
- Proactive identification of issues and opportunities
- Strong support across operations, sales, and leadership
Location: Fully Remote
United States
Mexico only