Executive/Admin Assistant

We're Hiring: Executive/Admin Assistant

Employment Type: Full-Time Work Schedule: 7:00 AM – 4:00 PM EST

About the Role

We are looking for a proactive, organized, and detail-oriented Executive/Admin Assistant to provide day-to-day administrative support and assist with invoicing, collections, and other business operations.

The ideal candidate is comfortable managing administrative tasks, communicating professionally with clients, and learning new systems and processes.

Key Responsibilities

• Provide day-to-day administrative and executive support.
• Manage emails and correspondence using Gmail.
• Manage schedules and appointments using Google Calendar.
• Prepare and send invoices for required deposits and payments using QuickBooks Online (QBO).
• Contact clients regarding overdue payments and follow up on outstanding invoices.
• Assist with filing liens for unpaid customer accounts, following established procedures.
• Submit required workers’ compensation details.
• Learn to use UKG to input information as needed. Payroll processing and submission are not part of this role.
• Enter jobs into the company's timecard system.
• Follow established Standard Operating Procedures (SOPs).
• Assist with documenting processes using Scribe.
• Learn and use a planned CRM dashboard when implemented.
• Perform other administrative tasks as assigned.

Qualifications

• Previous experience as an Executive Assistant, Administrative Assistant, or Virtual Assistant.
• Experience with QuickBooks Online, invoicing, or collections is an advantage.
• Proficiency in Gmail and Google Calendar.
• Strong written and verbal English communication skills.
• Comfortable making professional calls regarding outstanding payments.
• Excellent organizational skills and attention to detail.
• Ability to work independently, manage multiple priorities, and meet deadlines.
• Willingness to learn new systems and follow established procedures.

Experience in the construction, restoration, or a related industry is a plus.

Ideal Candidate

We are looking for someone dependable, resourceful, and detail-oriented who can handle administrative responsibilities while assisting with invoicing and payment follow-ups. The ideal candidate takes initiative, communicates professionally, and maintains accurate records.