Executive Assistant (Executive Inbox & Operations–Focused)

Role Overview

We are seeking a highly reliable and detail-oriented Executive Assistant whose primary responsibility is to manage and protect the executive’s inbox while supporting finance-focused operational workflows. This role prioritizes strong judgment, organization, and follow-through over years of experience. The ideal candidate can independently manage high-volume email communication, identify priorities, and ensure nothing critical is missed.

Core Priority: Executive Email & Communication Management

• Own and manage the executive’s email inbox on a daily basis.
• Review, triage, categorize, and prioritize incoming messages.
• Draft and send responses on behalf of the executive when appropriate.
• Flag urgent or sensitive matters requiring immediate attention.
• Track follow-ups and ensure timely responses without reminders.
• Maintain a clear, organized inbox structure to reduce executive overload.
• Manage shared inboxes and communication threads as needed.

This is a key success factor for the role. Candidates should be confident managing inboxes with minimal oversight.

Executive & Administrative Support

• Track action items from client and internal meetings and proactively follow through until completion.
• Assist with scheduling, calendar management, and meeting coordination.
• Provide day-to-day executive and administrative support.
• Support invoicing and administrative processes as responsibilities transition over time.

Financial & Workflow Coordination

• Assist with invoice tracking, payment coordination, and documentation.
• Organize financial records and supporting documents.
• Support approval workflows and internal process tracking.
• Coordinate non-accounting communications related to finance or bookkeeping workflows.
• Handle sensitive financial information with confidentiality and discretion.

Presentations & Webinar Support

• Create professional presentations using Canva for:
  • Board and internal presentations
  • Financial statement summaries
  • Webinars and workshops
• Draft initial versions and revise based on feedback.
• Maintain brand and presentation consistency.

Systems & Tools Exposure (Preferred, Not Required)

The Executive Assistant will work within a cloud-based environment. Prior exposure is a plus, but adaptability and willingness to learn are more important:

• Google Workspace (Gmail, Drive, Docs, Sheets)
• Microsoft Office (Excel, Word, PowerPoint)
• MS Teams & SharePoint
• Zoom and Fathom
• Missive or other shared inbox tools
• QuickBooks Online (QBO) and/or Xero (support level)
• Plooto, Dext, ApprovalMax, Bill.com
• Financial Cents or similar workflow tools
• Dropbox, LastPass, Loom

Professional Expectations

• Exceptionally organized with strong written communication skills.
• High attention to detail and strong judgment in handling communications.
• Reliable, responsive, and punctual.
• Able to work independently and anticipate needs.
• Comfortable operating in a structured, finance-focused environment.

Experience & Fit

• Prior experience managing executive or client-facing inboxes is strongly preferred.
• Experience supporting finance, accounting, or professional services environments is a plus.
• Competence, ownership, and consistency matter more than years of experience.

If you are looking for flexible remote work Specially foreigners, we encourage you to apply.