Executive Assistant, Finance Experience

🕒 August 18

🇵🇭 Philippines – Remote

⏰ Full Time

🟡 Mid-level

🟠 Senior

👨‍💼 Executive Assistant

👻 Ghost score 59%

What it means: how likely this posting is sitting open without active hiring.How to read it: 60% or higher means we think this is a ghost. Lower scores are less of a worry.How we score it: age, reposts, open roles vs team size, how fast jobs close, and whether pay is listed.Fine print: an estimate from public data, not a judgment of the company. Real jobs can score high, so treat it as a hint, not a fact.

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Virtual Assist

WebsiteLinkedInAll Job Openings

11 - 50 employees

📣 Marketing

📦 Logistics

💼 Consulting

Marketing • Logistics • Consulting

Virtual Assist is a service that provides expert virtual assistants to help business owners delegate busy tasks such as admin, emails, and social media management. By freeing up time, Virtual Assist enables clients to focus on growing their businesses and making impactful decisions without being overwhelmed by routine responsibilities. Whether for small business owners or financial advisors, the company aims to enhance productivity and streamline operations at a cost-effective rate.

📋 Description

• Coordinate and maintain complex executive schedules, ensuring efficient time management and prioritization of commitments. • Arrange internal and external meetings, including scheduling, logistics, agenda preparation, and follow-up tracking. • Serve as a primary point of contact for executive communications, managing correspondence and ensuring timely responses. • Screen, organize, and prioritize incoming emails, messages, and requests to maximize executive productivity. • Prepare reports, presentations, briefing materials, and business documents for meetings and decision-making purposes. • Track action items, deadlines, and deliverables to ensure projects remain on schedule and objectives are achieved. • Assist in planning and coordinating company events, leadership meetings, workshops, and virtual conferences. • Manage travel arrangements, including flights, accommodations, transportation, and detailed itineraries. • Conduct research on industry trends, competitors, potential clients, and business opportunities, presenting findings in concise reports. • Support recruitment efforts by coordinating interviews, communicating with candidates, and maintaining hiring records. • Monitor key business metrics and compile performance reports for leadership review. • Maintain and update CRM platforms, databases, and operational records with a high level of accuracy. • Use Clearing (getclearing.com) accounting software to assist with accounting-related workflows, organize financial information, maintain accurate records, and support day-to-day financial administration. • Assist with expense tracking, invoice processing, payment documentation, reimbursement requests, and budget-related administrative tasks. • Help organize and monitor financial transactions and supporting documentation within the accounting system, ensuring information is complete and accurate. • Coordinate with bookkeepers, accountants, and other relevant team members regarding financial records, documentation, and outstanding items. • Develop, improve, and document internal processes to increase operational efficiency. • Organize digital assets, company files, contracts, and confidential documentation in structured systems. • Collaborate with cross-functional teams to ensure smooth communication and project execution. • Assist with client relationship management by coordinating follow-ups, preparing meeting materials, and maintaining records. • Support sales and marketing initiatives through lead tracking, campaign coordination, and administrative assistance. • Monitor executive priorities and proactively identify opportunities to streamline workflows and improve productivity. • Manage special projects and ad hoc assignments while maintaining quality and meeting deadlines.

🎯 Requirements

• Minimum of 3 years of experience as an Executive Assistant, Senior Virtual Assistant, Operations Coordinator, or similar support role. • Excellent written and verbal English communication skills. • Advanced proficiency with Google Workspace and/or Microsoft Office applications. • Experience using productivity and project management tools such as ClickUp, Asana, Trello, Monday.com, Notion, Slack, or similar platforms. • Familiarity with CRM systems, including HubSpot, Salesforce, Zoho, or equivalent software. • Experience with accounting software, particularly Clearing (getclearing.com), is preferred. Candidates should be comfortable learning and navigating accounting platforms and handling financial information accurately. • Basic understanding of bookkeeping workflows, invoice management, expense tracking, and financial documentation. • Strong ability to prioritize tasks, manage competing deadlines, and adapt to changing business needs. • Exceptional attention to detail with strong problem-solving and decision-making capabilities. • Ability to work independently while maintaining consistent communication with leadership. • High level of professionalism, integrity, and confidentiality when handling sensitive business and financial information. • Experience supporting executives, founders, or senior leadership teams is highly preferred