Executive Assistant

🕒 March 30

🇺🇸 United States – Remote

⏰ Full Time

🟡 Mid-level

🟠 Senior

👨‍💼 Executive Assistant

👻 Ghost score 66%

What it means: the chance that no one is really hiring for this job.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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Outsourcey

WebsiteLinkedInAll Job Openings

201 - 500 employees

Founded 2024

🤝 B2B

🛍️ eCommerce

B2B • eCommerce • IT outsourcing

Outsourcey is a leading remote staffing agency specializing in connecting businesses with skilled offshore talent. They simplify the outsourcing process for companies ranging from startups to Fortune 500 firms, offering flexible staffing solutions without long-term contracts or setup fees. By leveraging a vast network of qualified professionals, Outsourcey helps clients reduce operational costs while improving efficiency and scalability, ensuring that businesses can effectively meet their project demands across various industries.

📋 Description

• Monitor client inquiry emails daily • Log all inquiries into our system with client details and project scope • Organize inquiries by date and type • Flag stale leads to Wyatt after 2 days with no response • Track inquiries through to quote stage • Gather detailed job information from client emails and photos • Create information checklists to identify missing details • Flag incomplete information to Wyatt before quotes go to estimator • Organize quotes in our Google Drive system • Track which quotes have been sent and which are pending client response • Create organized job file folders for every approved job • Fill out job briefs with scope, budget, timeline, crew, and equipment details • Send job briefs to Dane for confirmation via Google Form • Share job files with relevant team members • Ensure all documentation is organized and accessible • Monitor active jobs for any changes or variations • Log variation requests with dates and descriptions • Collect signed completion documents from site • Update job files with progress and changes • Communicate between Wyatt and Dane on job updates • Generate invoices once jobs are complete • Compile invoices with supporting documentation • Send invoices to clients and copy Wyatt • Track payment status in Xero • Archive completed job files • Follow up on outstanding payments

🎯 Requirements

• Email and folder organization (Gmail, Outlook, or similar) • Google Drive, Google Docs, Google Sheets • Basic math and attention to detail • Ability to follow documented processes (SOPs) • Clear written communication • Reliable and deadline-focused • Comfortable learning new systems • Experience with construction or contracting (Nice to Have) • Familiarity with project management (Nice to Have) • Experience with CRM systems (Nice to Have) • Xero accounting software knowledge (Nice to Have)

🏖️ Benefits

• Competitive salary • Opportunity to shape the HR function of a rapidly growing BPO. • Work closely with a team of industry leaders who have successfully scaled BPOs in the past. • Career growth and development opportunities.

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