Full-time
Executive Assistant
Posted on 13 April 26 by Virtual Work World
- $1280 - $1920 per Month
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Job Description
Role: Executive Assistant
Contract: Full-time Remote Contractor (40 hours weekly / 160 hours monthly)
Business Hours: Monday to Friday, 8 AM - 5 PM PST
Rate: $8 - $12 USD hourly / $1,280 - $1,920 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
As an Executive Assistant, you will support daily operations by managing administrative workflows, executive coordination, and compliance functions. This role requires strong attention to detail, organization, and the ability to manage multiple priorities. You will handle complex scheduling, inbox management, and client proposal preparation, while overseeing the annual compliance calendar, including regulatory filings, renewals, and key deadlines. You will also develop SOPs, provide end-of-day updates, and coordinate with external vendors and consultants to ensure all tasks are executed accurately. Your day-to-day responsibilities will include:
- Executive & Compliance Administrative Support (Primary)
- Organize and maintain the inbox by sorting, flagging, and drafting internal responses to ensure high-priority items are addressed daily.
- Manage all scheduling and communications, resolving conflicts and prioritizing high-value outreach.
- Build and maintain SOPs for all tasks to ensure repeatability.
- Provide structured end-of-day updates summarizing completed tasks, priorities, and blockers.
- Manage iPostal, physical mail, and travel/medical logistics.
- Gather, organize, and pre-fill information for compliance-related filings, including ADV updates, insurance applications, and renewals.
- Maintain a calendar with key deadlines for state filings, licensing requirements, and insurance renewals.
- Track and proactively remind the executive of upcoming deadlines and required actions.
- Track business insurance policies, renewal dates, and required documentation.
- Coordinate with external parties (compliance consultants, insurance brokers, custodians) to collect necessary documentation.
- Maintain organized records of all compliance documents, filings, and confirmations.
- Assist with vendor forms, business registrations, and administrative regulatory requirements.
- 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.
- Finance & Operations Support (Secondary - Can be trained)
- Run payroll bi-monthly.
- 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.
What You Should Have
Must-haves:
- At least 5 years of experience in high-level Executive Assistance, Administrative Assistance, Operations Support or a similar client-facing administrative role.
- At least two years of experience in Bookkeeping or a similar financial administrative role.
- At least one year of experience in a global remote environment with a company based in North America.
- 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
- Experience with payroll processing (Paychex or similar platforms).
- Experience reconciling books in QuickBooks Online (QBO).
- Experience handling bill payments (manual or system-based).
- 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 coordinating podcast, media, or PR activities.
- Experience managing or transitioning podcast hosting platforms.
- 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:
- Anticipates executive needs and proactively identifies potential challenges in scheduling or workflows.
- Works independently, takes full ownership of responsibilities, and manages day-to-day operations without requiring constant supervision.
- Demonstrates strong attention to detail, ensuring accuracy in financial records, complex scheduling, and document management.
- Maintains strict confidentiality when handling sensitive financial data, client information, and personal matters.
- Communicates clearly and professionally across all platforms, supporting both internal coordination and external interactions.