Executive and Operations Assistant

RecruitMyMom; United States; À distance; USD 21 000 - 48 000; Temps partiel

Résumé du poste

RecruitMyMom is seeking a remote, part-time executive/operational assistant to provide high-calibre administrative support to an established financial planner. Availability: approximately 2 hours per day.

You will manage inbound communications, calendar coordination, and invoicing via Xero, while continually optimizing workflows and maintaining confidentiality and professionalism in client interactions.

Qualifications

• Hands-on proficiency with Xero for invoicing and billing.
• Strong technological proficiency with digital workplace and administrative tools.
• Proven initiative and capability to develop efficient administrative workflows independently.
• Exceptional written English communication skills suitable for executive client correspondence.
• Ability to work autonomously and manage daily commitments within an independent contractor capacity.
• Availability to commit to approximately 2 hours per day.

Responsabilités

• Oversee and triage daily inbound email communications.
• Respond to routine client queries promptly and professionally.
• Identify, prioritise, and elevate critical client matters to the financial planner.
• Maintain a structured, organised inbox environment.
• Coordinate diary scheduling to secure and confirm client appointments.
• Manage appointment bookings to prevent scheduling conflicts.
• Maintain a well-structured calendar aligned with business priorities.
• Generate and dispatch accurate client invoices via Xero.
• Monitor billing workflows to ensure billing records remain up to date.
• Maintain basic billing hygiene within the practice accounting system.
• Conduct professional virtual liaison with clients via email correspondence.
• Maintain high standards of customer care and professional communication suitable for a financial planning practice.
• Manage day-to-day email communications with discretion and confidentiality.
• Identify bottlenecks across recurring administrative activities.
• Develop and recommend efficient work processes to streamline daily support operations.
• Implement practical administrative improvements to support productivity.
• Daily triage and resolution of routine inbox communications.
• Continuous management and updating of the financial planner’s schedule and appointment bookings.
• Accurate, timely production and transmission of client invoices in Xero.
• Professional, timely virtual correspondence with clients.
• Documented administrative process improvements implemented as identified.

Connaissances

Xero invoicing

Digital tools proficiency

Independent workflow development

Excellent written English

Autonomous work style

Availability 2 hours/day

Description du poste

• Remote Job

Job Description

This is a remote position.

You will be engaged to provide high-calibre executive and operational administrative support to an established financial planner. Availability: approximately 2 hours per day.

The primary objective of the role is to maintain seamless day-to-day business operations by managing inbound communications, coordinating complex diary commitments, processing client billings accurately via Xero, and executing continuous workflow optimisations.

Contract Term

• Initial engagement: Approximately 2 hours per day
• Work arrangement: Remote
• Schedule: Daily, aligned with operational priorities and agreed business requirements

Scope of Services

Email Management & Triage

• Oversee and triage daily inbound email communications.
• Respond to routine client queries promptly and professionally.
• Identify, prioritise, and elevate critical client matters to the financial planner.
• Maintain a structured, organised, and decluttered inbox environment.

Calendar & Diary Coordination

• Coordinate diary scheduling to secure and confirm client appointments.
• Manage appointment bookings to prevent scheduling conflicts.
• Maintain a well-structured calendar aligned with business priorities.

Invoicing & Billing Administration

• Generate and dispatch accurate client invoices utilising Xero.
• Monitor billing workflows to ensure billing records remain up to date.
• Maintain basic billing hygiene within the practice accounting system.
• Conduct professional virtual liaison with clients via email correspondence.
• Maintain high standards of customer care and professional communication suitable for a financial planning practice.
• Manage day-to-day email communications with discretion and confidentiality.

Process Optimisation & Operational Efficiency

• Take the initiative to identify bottlenecks across recurring administrative activities.
• Develop and recommend efficient work processes to streamline daily support operations.
• Implement practical administrative improvements to support productivity.
• Daily triage and resolution of routine inbox communications.
• Continuous management and updating of the financial planner’s schedule and appointment bookings.
• Accurate, timely production and transmission of client invoices in Xero.
• Professional, timely virtual correspondence with clients.
• Documented administrative process improvements implemented as identified.

Requirements

Required Skills & Experience

• Hands-on proficiency with Xero for invoicing and billing.
• Strong technological proficiency with digital workplace and administrative tools.
• Proven initiative and capability to develop efficient administrative workflows independently.
• Exceptional written English communication skills suitable for executive client correspondence.
• Ability to work autonomously and manage daily commitments within an independent contractor capacity.
• Availability to commit to approximately 2 hours per day.