Executive Assistant

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Job Description

Role: Executive Assistant
Contract: Part-time Remote Contractor (20 hours weekly / 80 hours monthly)
Business Hours: Monday to Friday, flexible between 9:00 AM and 6:00 PM EST
Rate: $10 - $12 USD hourly / $800 - $900 USD monthly (Salary is negotiable based on experience and location)
Availability to Start: Immediately

Client's Profile
This US-based, family-run company has been beautifying outdoor spaces in Essex County for over 50 years. This company provides full-service residential and commercial landscaping—ranging from design and installation of gardens, lawns, hardscapes, and outdoor living areas to seasonal maintenance and plant care—and operates a longstanding garden center known for knowledgeable service . Licensed and insured, they bring deep local roots, experienced craftsmanship, and trusted customer support to every project.

What You'll Do
As an Executive Assistant, you'll be the organizational backbone for a busy entrepreneur, ensuring seamless operations across personal, business, and volunteer endeavors. You'll be instrumental in managing daily communications, streamlining schedules, and handling light financial tasks, all while anticipating needs and proactively solving problems. This role offers the opportunity to take on increasing responsibilities as you grow with the entrepreneur's diverse ventures. Your responsibilities will include:

Executive & Communication Support:
- Monitor the Executive's inbox and text messages regularly throughout the day, flagging priority messages and drafting or confirming replies as needed.
- Coordinate multiple daily check-in windows to review messages and finalize responses.
- Maintain clear, concise, and professional communication across all platforms (email, text, and occasional phone calls).
- Serve as the communication bridge between the Executive and internal/external contacts, including team leaders, clients, or partners.
- Ensure professional and personal calendars are consistently up-to-date and meticulously organized.
- Manage and confirm all meetings, personal appointments, and responsibilities proactively, conducting daily and weekly calendar reviews to prevent and resolve conflicts, and providing timely reminders and summaries ahead of important appointments or commitments.
Operations, Administrative & Financials Assistance:
- Provide administrative support for various ongoing and ad-hoc projects (e.g., house flipping, landscaping business).
- Order parts and supplies as needed, track delivery timelines, and follow up with vendors.
- Research and compare product or service pricing to support cost-effective purchasing.
- Assist in preparing and completing project-related paperwork and documentation.
- Coordinate and follow up with service providers or contractors as directed.
- Generate and summarize profit & loss reports using QuickBooks.
- Assist with other light financial tracking tasks, such as noting expenses related to volunteer work, business operations, or personal projects.
- Support marketing or social media tasks for business ventures, if applicable, in the future.

What You Should Have
Must-haves:

At least three years of experience as an Executive Assistant or in a similar administrative role.
At least one year of experience in a global remote or virtual environment for a company in North America, Europe, Australia, or the UAE.
Excellent English communication skills, both written and verbal.
Strong attention to detail, organizational, and time-management skills to handle multiple priorities effectively.
Proficiency in calendar management and scheduling tools (Google Calendar).
Proficiency in Google Workspace, particularly Gmail, Docs, and Sheets for daily administrative and communication tasks.
Familiarity with QuickBooks or similar platforms for basic financial reporting.
Ability to handle confidential information with professionalism and discretion.
A problem-solving mindset with the ability to anticipate needs and act proactively.
Previous experience supporting C-Suite, solopreneur, coach, or creative professional.
Flexibility to take on more hours or responsibility as the role grows.
Technology Specifications:
- Minimum 100 Mbps Internet Speed
- Windows 11 or macOS 15 Sequoia
- Minimum Intel i5 8th gen with 8GB of RAM or Apple M1 chip with 8GB of RAM
- Webcam and Headset
- Designated Office Space in your home

Nice-to-haves:

Experience with social media coordination or management.
Familiarity with service-based or entrepreneurial environments.

Who You Are
We are hoping you are someone who:

Manages multiple priorities without dropping the ball. You're a calendar whisperer and a checklist champion, effortlessly juggling tasks and deadlines.
Catches the small stuff before it becomes big stuff. You have a keen eye for detail and notice what others might miss, proactively preventing issues.
Doesn't wait to be asked. You're a true self-starter, taking initiative, figuring things out, and finding solutions independently.
Communicates professionally and warmly across all platforms (emails, texts, and calls). You're able to seamlessly communicate on behalf of the executive.
Thinks a few steps ahead, anticipating needs and proactively coming up with solutions, not just questions.

Job Information

Rate / Salary

$10 - $12 per Hour

Sector

Professional Services/Legal/Consulting