Executive Assistant

Hubstaff blog; Irvine (CA); Remote; USD 60,000 - 80,000; Full time

Job summary

An innovative virtual employment agency is seeking a proactive Executive Assistant to support executive operations in a dynamic remote environment. This role is crucial for managing back-office functions, enhancing customer engagement, and driving operational efficiency. The ideal candidate will be bilingual, tech-savvy, and possess exceptional organizational skills. Join a forward-thinking team dedicated to excellence, where your contributions will significantly impact the organization’s success. The position offers competitive pay, performance incentives, and opportunities for professional growth.

Benefits

Salary increase based on performance

Monthly Performance Incentive

No computer activity monitoring

Training materials for upskilling

Paid holiday leaves

Paid sick leaves

Internet Allowance

Qualifications

• Minimum of 3 years in an executive assistant or administrative role.
• Proficient in managing executive calendars and communications.

Responsibilities

• Manage executive calendars, appointments, and travel logistics.
• Handle sensitive information with discretion and prepare reports.

Skills

Organizational Skills

Communication Skills

Problem-solving Skills

Bilingual (English and Spanish)

Time Management

Tools

QuickBooks

AI Productivity Tools

Job description

We are MOVE, a virtual employment agency that aims to be #1 globally by 2030. We place the top 1% of talent globally with companies that want to achieve more at a fraction of the cost. Our proprietary training and onboarding system guarantees results or our clients' money back. Check us out at http://www.moveyourbiz.com .

One of our clients is looking for a proactive, detail-oriented, and highly organized Executive Assistant to support the executive operations of a dynamic and growing organization. This remote position plays a key role in managing back-office operations, supporting customer engagement, and driving efficiency across day-to-day business activities. The ideal candidate is bilingual, tech-savvy, and capable of working independently while maintaining a customer-centric approach.

Note: We kindly ask that you submit your resume in English to help us understand your qualifications better. Looking forward to reviewing your application.

• Strong support system
• Salary increase starting on your first year of employment (based on performance)
• Monthly Performance Incentive (only for full-time roles | based on given metrics |can range from $40 - $50)
• No computer activity monitoring
• Training materials for upskilling provided
• Paid holiday leaves (depending on the holidays that the client observes)
• Paid sick leaves (sick leave convertible to cash if perfect attendance)
• Paid planned leaves
• Internet Allowance ($25/month)

Key Responsibilities:

• Manage and maintain executive calendars, appointments, and travel logistics.
• Coordinate meetings, prepare agendas, take accurate meeting minutes, and ensure timely follow-ups.
• Handle sensitive and confidential information with utmost discretion.
• Prepare reports, presentations, and correspondence on behalf of the executive team.
• Act as liaison between executives and internal teams or external partners.
• Monitor and respond to emails on behalf of executives, maintaining a professional tone and timely communication.
• Oversee general administrative tasks, ensuring smooth back-office operations.
• Support basic bookkeeping tasks, such as recording transactions and reconciling accounts.
• Create, send, and track invoices, and follow up on outstanding payments.
• Respond to customer inquiries in a timely and professional manner, both in English and Spanish.
• Streamline operational systems, implementing new tools and processes to improve workflow efficiency.
• Conduct research to identify tools, resources, and best practices to support operational goals.
• Leverage AI tools to improve task automation and overall productivity.
• Prescreen and qualify leads to assist in business development initiatives.
• Ensure all interactions are handled with a customer-first mindset, reinforcing trust and satisfaction.
• Support ad hoc tasks and special projects as needed by executives.

Requirements & Qualifications:

• Experience: Minimum of 3 years in an executive assistant, operations support, or administrative role.
• Technical Proficiency: Comfortable with tools such as QuickBooks or similar bookkeeping platforms; familiarity with AI productivity tools is a plus.
• Excellent organizational and time management skills.
• Strong written and verbal communication abilities.
• Ability to manage multiple priorities in a fast-paced remote environment.
• High level of professionalism and discretion when handling confidential information.
• Proactive problem-solving skills with a can-do attitude.
• Amenable to work Monday to Friday between 8 AM to 5 PM Pacific Time (PDT/PST)

Preferred Qualifications:

• Languages: Fluent in English and Spanish, both written and spoken.
• Experience supporting C-level executives or working in a virtual executive support role.
• Knowledge of CRM tools, project management platforms, and cloud-based filing systems.
• Background in customer service or operations support, particularly in bilingual environments.

Pay: $900 + $55 Allowance per month

Employment type: Full Time

Working hours: Monday to Friday between 8 AM to 5 PM Pacific Time (PDT/PST)