Finance & Operations Support - Freelance, Remote

Magic; Taguig; Remote; PHP 435,000 - 620,000; Full time

Job summary

Magic, a Silicon Valley robotics company, is seeking a proactive Executive Assistant to support a C-level executive from a remote setup in the Philippines. You will handle phone coverage, calendar and inbox management, travel planning, and basic accounting tasks while coordinating with multiple teams.

You should be highly organized, discreet with confidential information, and comfortable in a fast-paced startup. Strong English, Google Workspace, and experience with Dialpad are essential.

Qualifications

• Proven Executive Assistant experience in a high-ownership role
• Hands-on accounting or finance experience (invoicing, AP/AR, reconciliations)
• Experience in business or operations support (vendor management, order/shipment tracking)
• Strong spoken and written English with professional phone presence
• Proficiency with Google Workspace for financial work

Responsibilities

• Handle main Dialpad line with warm, professional greeting
• Screen, qualify, and route inquiries to appropriate teams
• Manage executive calendar, prioritize requests, resolve conflicts
• Review and draft inbox responses, coordinate travel arrangements
• Support day-to-day accounting tasks and prepare financial summaries
• Track vendors, shipments, and internal processes; improve workflows

Skills

Executive calendar management

Inbox management

Accounting & bookkeeping

English proficiency

Google Workspace

Tools

Dialpad

Google Sheets

Job description

Description

Department: Specialized Roles

Location: Philippines

Compensation: $6.00 / hour

About the Client

Our client is a Silicon Valley-based robotics company specializing in physical AI, offering AI-integrated robot dogs and humanoid robots to consumers, businesses, schools, and research institutions. With sales and engineering offices in California and Nevada, they combine a large US-based inventory, local support, and a live showroom experience. They are a fast-growing, innovation-driven brand with an active presence across multiple social channels, and they are building out their marketing team to keep their social and email communications consistent and accurate.

Why does this role exist?

Our client needs a proactive, highly organized Executive Assistant to provide direct administrative support to a C-level executive, with backup support for other C-level leaders as needed. This person will take ownership of phone coverage, executive calendar and inbox management, and day-to-day accounting, finance, and operations administration. The goal is to keep routine work moving without constant follow-up, while freeing the current Executive Assistant to focus more heavily on sales support.

Phone Coverage & Communication Gatekeeping

• Answer the company’s main Dialpad line with a warm, professional greeting and determine the purpose of each call
• Screen, qualify, and route inquiries to the right team: internet sales, showroom sales, rentals, events and marketing, shipping, and after-sales support
• Learn the company’s product and service lines well enough to direct callers accurately and provide basic information

Executive Calendar, Inbox & Travel Support

• Manage the executive’s calendar, prioritize requests, resolve conflicts, and preserve 10 to 15 minutes between meetings whenever possible
• Confirm meetings with attendees, send reminders, and make sure the executive is prepared and present for commitments
• Review the inbox throughout the day, flag time-sensitive items, track pending responses, and prepare email drafts as requested
• Coordinate business and personal appointments, reservations, travel arrangements, and itineraries

Accounting & Finance Support

• Support day-to-day accounting tasks such as invoicing, accounts payable and receivable follow-up, expense tracking, and reconciliations
• Prepare and organize financial records, expense reports, and routine financial summaries for leadership
• Assist with budgeting, vendor payments, purchase orders, and coordination with external accountants or bookkeepers
• Handle sensitive financial and business information with discretion

Operations Support

• Track vendors, shipments, orders, and internal processes, and flag bottlenecks
• Help document and improve operational workflows
• Keep related records accurate and audit-ready

Team & General Administrative Support

• Coordinate employee birthday reminders, food deliveries, remote greetings, and other approved team activities
• Prepare quotes, correspondence, reports, presentations, agendas, and other documents as requested
• Maintain organized digital files and know where frequently used documents and templates are stored

Skills, Knowledge and Expertise

Required

• Proven Executive Assistant experience in a high-ownership role, including calendar and inbox management, handling confidential information, and working directly with a C-level executive
• Hands-on accounting or finance experience (invoicing, AP/AR, bookkeeping, expense management, reconciliations, or financial reporting support)
• Experience in business or operations support, including vendor management, process coordination, and order or shipment tracking
• Strong spoken and written English with a confident, professional phone presence and customer-facing or phone-support experience, including sound judgment when screening and routing inquiries
• Proficiency with Google Workspace, especially Google Sheets for financial work

Your superpowers are...

• Technical skills
  • Executive calendar, inbox, meeting, and travel coordination
  • Accounting and bookkeeping tasks (invoicing, AP/AR, reconciliations, expense reports)
  • Google Workspace, especially Sheets for financial tracking and reporting
  • Phone and call-routing systems (Dialpad or similar)
  • Vendor, order, and shipment tracking
  • Document preparation (quotes, reports, presentations, agendas)
  • Workflow documentation and record keeping
• Soft skills and traits
  • Discretion and integrity with confidential financial and business information
  • A warm, confident phone presence
  • A proactive working style with the judgment to solve routine problems independently and elevate appropriately
  • Excellent organization, follow-through, and attention to detail
  • The ability to manage competing priorities calmly
  • Flexibility in a fast-paced startup environment where priorities may change
  • Quick learning, especially of robotics and AI product lines

WFH Set-Up

• Computer with at least 8GB RAM, an Intel i5 core processor/AMD Ryzen 5 Processor and up.
• Internet speed of at least 40MBPS
• Headset with an extended mic that has noise cancellation and a webcam
• Back-up computer and internet connection
• Quiet, dedicated workspace at home

You should apply if...

• You’re a true owner who anticipates what your executive needs before they ask
• People trust you with sensitive information, and you never take that lightly
• You enjoy being the first voice of a company and making every caller feel taken care of
• You’re equally comfortable in a calendar, an inbox, and a spreadsheet
• You like bringing order to busy, changing situations and keeping work moving without constant follow-up
• You know when to solve a problem yourself and when to escape
• You’re curious about technology and want to learn robotics and AI product lines
• You enjoy working in a close, collaborative team where you wear many hats

Work Setup

• Remote position
• Must have a reliable internet connection and a quiet workspace
• Required to provide own computer with Intel Core i5 or something similar or higher operating system

Working Hours

• 40 hours per week
• Monday to Friday, 9 AM to 6 PM PST

Compensation

• $6 per hour
• No benefits package included