Senior Executive Assistant

InsideOut; Estado de México; Remote; MXN 838,000 - 1,397,000; Full time

Job summary

InsideOut is seeking a highly organized Senior Executive Assistant to support a fast-growing US-based home services company from Mexico. You will own administrative workflows, manage billing follow-ups, and ensure smooth daily operations with professional communication to American clients.

Focus areas include invoicing collection, aging AR tracking, gathering documents (W-9s, 1099s), coordinating website updates, and providing essential phone coverage.

Qualifications

• Fluent English required for client communications.
• Experience handling invoicing and collections is a plus.
• Experience coordinating administrative workflows is helpful.

Responsibilities

• Follow up on past-due invoices and collections.
• Track aging accounts receivable (10/30-day cycles).
• Request, collect, and organize missing client documents (W-9s, 1099s).
• Coordinate website updates with the developer and ensure changes are done accurately.
• Provide daily administrative support and seamless phone coverage for clients.

Skills

Fluent English

Assertive communicator

Tech-savvy

CRM systems

Social media savvy

Job description

Exciting Remote Opportunity! We're Hiring a Senior Executive Assistant!

Are you an operationally sharp, assertive, and detail-oriented professional with exceptional communication skills? We are seeking a Senior Executive Assistant based in Mexico to streamline operations and take ownership of administrative and billing workflows for a fast-growing US-based home services company!

C1 ENGLISH LEVEL IS REQUIRED.

Job Details at a Glance

• Job Title: Senior Executive Assistant
• Job ID: IOHMST8
• Location: Mexico
• Job Status: Full Time
• Work Schedule: Monday to Friday, flexible within 8:00 AM to 5:00 PM (EST)
• Target Start Date: ASAP

About the Client

Our client is a successful, profitable, and fast-growing home services company based in Maryland, USA. Having been in business for 9 years, they pride themselves on quality service. Currently, the founder is the primary bottleneck for client-facing interactions. They are looking for a proactive, sharp, and highly organized Executive Assistant to step in, streamline their operations, and take ownership of their administrative and billing workflows.

About the Role

We are seeking an Executive Assistant who is a master of organization and assertive yet professional communication. Your number one priority will be taking over invoice collection and past-due payment follow-ups to fix current cash flow bottlenecks.

Additionally, you will provide critical administrative support, coordinate website updates, and act as a vital backup for customer phone calls.

• Follow up on past-due invoices and outstanding collections.
• Track and systematically manage aging accounts receivable (10-day and 30-day billing cycles).
• Request, collect, and organize missing client documentation (W-9s, 1099s, etc.).

2. Operations & Phone Coverage

• Provide seamless phone coverage and handle customer service inquiries.
• Assist with dispatch coordination and scheduling adjustments for field technicians.
• Process incoming web forms, lead inquiries, and general email correspondence.
• Act as the liaison between the business owner and the website developer to ensure updates, tweaks, and changes are executed accurately.
• Handle daily administrative tasks to free up the business owner's time.

Qualifications & Skills

• Communication Skills: Flawless, near-native English fluency is critical. You must be entirely comfortable speaking with American clients over the phone regarding sensitive financial/billing matters.
• Assertive & Professional: Comfortable making outbound collections calls while maintaining excellent customer relations and upholding company culture.
• Tech-Savvy: Fast learner who easily navigates multiple software platforms, scheduling tools, and CRM systems.
• Social Media: Facebook and general social media savviness is beneficial.

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