Executive Assistant
About the Position
We’re looking for a full-time Executive Assistant!
In this role, you’ll be the right-hand sales support, ops & admin person for the Founder of an International Remote Staffing company. The other service offering is Fractional CFO services, serving the construction/trades industry and specializes in working with painting companies through CFO services, accounting packages, and offshore staffing service. This role will be highlighting the offshore staffing service.
This company is in a unique position in the market with virtually no competition and unlimited potential. The CEO is known as a trailblazer in this traditionally male-dominated industry and has built this company on 18 years’ experience as an operator of a multi-location commercial painting company. She’s respected in the industry for serving on multiple boards and has taught for years in non-profit settings.
The Executive Assistant will work directly with the CEO to assist in the day to day of her business, which will include; assisting with proposals and attending sales calls, admin, systems/tech, client management and assisting the CEO with project management, and general operations duties as required.
Our ideal candidate will have a sales support /or operations background, familiarity with the recruiter or accounting industry. This person must love interacting with clients and staff creating an experience that is hard to forget. This role is highly deadline driven but brings a warm and personalized touch when working with our team and clients. We are a highly adaptive and innovative team, so you must be tech savvy and love trying out and implementing new software.
This role is open to US-based applicants only due to taxes & tech restrictions. A strong preference will be given to candidates with previous experience working with a recruiting or an accounting firm.
Compensation: $26-$30/hour
Location: Remote
Hours: Monday-Friday 8:00 am – 5:00 pm (PST) (Flexibility requested to balance the needs of team and clients. We have coverage of 5 time zones). The spirit of this text, we want to honor the work/life balance to the best of our abilities.) The expectation; this is a full-time role. The CEO lives in PST and the company business hours run on PST. You must reside in the following states: Washington, Oregon, Idaho, Montana, Nevada, Arizona & Utah.
Why work with us?
🎉 The business has a full complement of team members including 5 US-based team members and over 20 overseas employees to handle execution tasks. You’ll get to work in a busy, remote, close team environment where there is support available when needed.
🎉 There’s very little turnover on our team. Some team members have been with us over a decade! The CEO invests in her team, is generous, and wants her team to stick around and succeed in their roles.
🎉 As a full-time employee, you’ll have access to a PTO & health membership plan, a professional development plan.
🎉 We’re pros at documenting processes and this is an established practice – all our current processes have SOPs & Loom videos to follow! While the EA role will require some new SOPs, our business already has a standard SOP’s practice in place.
🎉 Training and a zeal for growth hacking is encouraged and celebrated. We’re still relatively small, but we have big plans to disrupt the traditional accounting firm offerings. This is a great opportunity to join while we are on our way to becoming an industry leader.
🎉 Once a year, you’ll attend our annual planning meeting & team appreciation weekend event in the Pacific Northwest!
We are looking for someone who is...
- A loop closer – the CEO is great at opening loops and needs her EA to focus on making sure all loops get closed
- Manage the CEO’s commitments, priorities and gatekeeping.
- Looking for a long-term role where they feel empowered to take ownership and advocate on behalf of the CEO and the team
- Experienced in working with global teams and able to act as the “culture glue” of the company, and step in for the CEO to support team members as needed
- Able to convey warmth and showcase their emotional intelligence, especially in written communications
- Excellent self-leadership skills and highly organized
- Someone who displays guarded & careful conduct with confidential information along with a lightheartedness in finding solutions
- Assertive and confident, while navigating their day with the team, CEO, and clients in a fun and easygoing way
- Excited about (not just ok with) a fast-paced environment and a busy role
The company’s values are Communication, Warmth, Excellence, and Service, and we are looking to work with someone who aligns with those.
Essential Duties
- Use the company values to proactively care for the team and assist with clients and vendors while protecting the CEO’s time and energy
- Email management (after training, the EA will be responsible for processing all incoming emails in up to 3 inboxes and responding to or redirecting emails wherever possible)
- Maintain the CEO’s schedule, including coordinating meetings and arranging travel
- Assist the CEO in the development of presentations
- Organize and prepare for meetings, including gathering documents and attending to logistics
- Create proposals from the CEO’s direction and templates
- Process all invoices and expense reports
- Assist with hiring & onboarding new team members
- Reviewing & overseeing team member reports & gathering any missing data
- Facilitate thank you notes & gifts
- Organize and prepare for meetings, including gathering documents and attending to logistics
- Assist with proofreading and editing all documents and correspondence
- Setting up new tools and systems as needed
- Assist with marketing and outreach to support company growth
- Conduct research projects when needed
Qualifications and Skills
- Bachelor’s degree
- 5+ years of relevant experience, preferably supporting C-Suite executives
- Experience with supporting strategic planning and financial management
- Exceptional communication and interpersonal skills, fostering effective collaboration with CEO, clients & internal team both written and verbal form.
- Ability to problem solve, think critically, and proactively find solutions
- Foster a culture of operational excellence, continuously identifying opportunities for process improvement, cost optimization, and workflow efficiency.
- Impeccable discretion and ability to maintain confidentiality
- Ability to adapt to a fast-paced and dynamic work environment, managing multiple priorities with a focus on delivering results.
- Highly organized and demonstrate superior attention to detail
- Interest in creating efficient and effective processes
- Proficient with various platforms including Google Suite, Microsoft Office, Adobe Suite, etc.
- Collaborate with cross-functional teams, such as Recruiting, HR, Accounting, and IT, to streamline processes, implement best practices, and drive seamless operations.
- Comfortable in front of a camera, frequently on Zoom meetings
Technical Knowledge
Our tech stack currently includes the following main players:
- ClickUp
- QuickBooks (QBO)
- Loom
- Zoom
- Skype
- Ring Central/Grasshopper
- Google Suite (Google Sheets, Calendar, Docs, GMail, etc.)
Preference will be given to candidates with intermediate experience or higher in the above programs. Our tech stack is working well, ClickUp will continually need some refinement and adjustment to proposal software as needed. Someone who has advanced knowledge in either or both of those would be a bonus!