This is a remote position.
Schedule: Full-time, flexible during the client’s business hours, with 35 to 40 hours per week based in Allentown, NJ. Earlier hours are preferred over the typical 9 AM to 5 PM ET schedule
Are you an organized, proactive, and tech-savvy professional with a knack for managing
multiple responsibilities? We're seeking a Virtual Executive Assistant to support our growing
business, handle daily operations and provide high-level administrative assistance. If you excel
in streamlining processes, maintaining accountability, and assisting with both business and
personal tasks, we’d love to hear from you.
Responsibilities:
Email & Slack Management
● Organize and manage emails, filter out spam, and tag client communications for easy
tracking.
● Manage Slack channels, send reminders, and follow up on tasks for the team, ensuring
nothing falls through the cracks.
Team Accountability & Asana Management
● Monitor bookkeeping processes to ensure accuracy and completion.
● Help maintain accountability in Asana for team projects, track progress, assign tasks,
and manage due dates.
Payroll & Administrative Tasks
● Run payroll for employees and contractors through Gusto.
● Upload and approve invoices, and sync payroll data in QuickBooks.
Marketing Support
● Post content to Facebook, Instagram, and private Facebook groups (content provided).
● Update Canva templates for brand consistency.
● Engage in lead generation activities across social media platforms.
● Schedule and monitor email campaigns, ensure timely content creation, and assist with
partner marketing initiatives.
Client Communications & Support
● Manage Inbox Zero for Erica and support client communications by ensuring each
client’s account is processed.
● Schedule and coordinate client strategy sessions, including birthday or special occasion
gifts.
● Organize and track meetings using Acuity and Calendly.
Month-End & Year-End Closing
● Collaborate with the team to ensure month-end processes are completed, checklists are
maintained, and monthly reports are sent to clients.
● Assist with year-end tasks, including creating client trackers and ensuring all tax
checklists are completed.
Project Coordination
● Assist in organizing Standard Operating Procedures (SOPs) for clients and team
members.
● Ensure that Google Drives are well-organized and Asana is up-to-date.
Personal Assistance
● Arrange personal appointments, such as family trips, doctor visits, and school activities.
● Coordinate household tasks, such as cleaning, mechanic appointments, and dinner
reservations.
● Help with gift reminders, research on tax experts, and other miscellaneous tasks.
Requirements
Experience: Proven experience in administrative, executive, or virtual assistant roles.
● Tech Skills: Proficiency in Gusto, QuickBooks, Google Workspace, Asana, Acuity,
Calendly, and Slack.
● Organizational Skills: Strong attention to detail, time management, and organizational
skills.
● Communication: Excellent written and verbal communication skills, with a proactive
approach to follow-ups.
● Adaptability: Ability to multitask and prioritize in a fast-paced, remote environment.
If you're ready to make a meaningful impact and enjoy keeping operations running smoothly,
apply today to join our team!
