Part-time
Operations & Finance Executive Assistant
Posted on 20 January 26 by Virtual Work World
- $8 - $15 per Hour
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Job Description
Role: Operations & Finance Executive Assistant
Contract: Part-time Remote Contractor (20 hours weekly / 80 hours monthly)
Business Hours: Monday to Friday, flexible within 8 AM - 5 PM PST
Rate: $8 - $15 USD hourly / $640 - $1,200 USD monthly (Salary negotiable based on experience and location)
Availability to Start: Immediately
Client's Profile
This US-based boutique Financial Advisory firm supports young professionals, families, and business owners navigating complex financial decisions alongside demanding careers and personal responsibilities. With a highly personalized and hands-on approach, it helps clients save time, make informed choices, and align their personal and professional finances. The firm focuses on bringing all aspects of a client’s financial life together, providing clarity, confidence, and peace of mind through thoughtful guidance and long-term planning.
What You'll Do
What You'll Do
As an Operations & Finance Executive Assistant, you will support the Executive by managing day-to-day business operations across finance, administration, and executive support functions. Success in this role requires strong organizational skills, attention to detail, and the ability to manage multiple priorities effectively. You will oversee payroll, bookkeeping, and bill payments, maintain calendars and inboxes, follow up on action items, and support document management, with occasional assistance in marketing or media-related tasks. As the role evolves, there may be opportunities to take on direct client communications. Your day-to-day responsibilities will include:
- Finance & Operations Support (Primary)
- Run payroll (Paychex) bimonthly
- Maintain bookkeeping in QuickBooks Online (QBO)
- Pay and track bills (currently manual; open to implementing a bill-pay system)
- Support account administration, transfers, and financial tracking
- Assist with tax tracking, projections, and payment preparation
- Complete paperwork for admin business items - insurance policies, annual ADV compliance, etc.
- Executive & Administrative Support
- Manage calendar, inbox, and scheduling
- Document management and organization
- Prepare prospect proposals using templates
- Track prospects and provide data points - source, conversion ratio, etc.
- Handle iPostal and general administrative requests
- File and organize documents in ShareFile and client folders
- Handle limited personal administrative requests related to researching and scheduling appointments (e.g., medical or travel logistics), making personal service calls, and coordinating time-sensitive personal communications, as needed
- Marketing & Media Management Support (Secondary)
- Research and track podcast opportunities and manage outreach lists
- Send PR materials for podcast appearances
- Track media mentions and coverage
- Support podcast and media communications
What You Should Have
Must-haves:
- At least 3 years of experience in Finance Support, Bookkeeping, Operations Support, Executive Support, or a similar client-facing administrative role.
- At least one year of experience in a global remote environment with a company based in North America, Europe, Australia, or the UAE.
- Hands-on experience with payroll processing (Paychex or similar platforms).
- Experience reconciling books in QuickBooks Online (QBO).
- Experience handling bill payments (manual or system-based).
- Experience providing executive administrative support, including calendar and inbox management, meeting preparation and coordination, meeting attendance and sharing action items.
- Experience preparing proposals or client-facing documents using templates.
- Experience organizing and filing digital documents (e.g., ShareFile or similar systems).
- Experience responding to client emails, managing follow-ups, and maintaining professional communication
- Familiarity with task and workflow management tools (e.g., Trello, Quivr, or similar).
- Strong attention to detail, especially with financial data and client deliverables.
- Proven ability to manage multiple priorities, meet deadlines, and deliver end-of-day status reporting.
- Technology Specifications:
- Minimum 50 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 Quiet Office Space
Nice-to-haves:
- Experience supporting investment or financial platforms (e.g., Schwab or similar).
- Experience coordinating podcast, media, or PR activities.
- Experience managing or transitioning podcast hosting platforms (e.g., Libsyn, Buzzsprout).
- Ability to research podcast opportunities and track media mentions.
- Experience designing presentation decks or client-facing materials.
Who You Are
We're looking for someone who:
- Demonstrates strong attention to detail when handling financial information, client records, and administrative tasks.
- Is highly organized and effective at managing multiple priorities, deadlines, and follow-ups.
- Communicates clearly and professionally in both written and verbal interactions.
- Handles sensitive financial, client, and personal information with discretion and confidentiality.
- Takes initiative, follows through reliably, and provides timely updates without requiring constant direction.