Executive Assistant with Finance Experience

Virtual Assist; United States; Remote; USD 55,000 - 85,000; Full time

Job summary

Virtual Assist is seeking a highly capable Executive Assistant to provide strategic, administrative, and operational support to company leadership. The role requires exceptional organizational skills, strong business acumen, and the ability to anticipate needs while handling confidential information.

You will manage complex calendars, coordinate meetings, prepare reports, and support accounting workflows using the Clearing platform.

Qualifications

• 3+ years as Executive Assistant or similar support role.
• Excellent written and spoken English.
• Advanced proficiency in Google Workspace and Microsoft Office.
• Experience with project management tools (ClickUp, Asana, Trello, etc.).
• Familiarity with CRM systems (HubSpot, Salesforce, Zoho).
• Experience with Clearing accounting software is preferred.
• Strong prioritization and multitasking abilities.
• Discretion and confidentiality vital.

Responsibilities

• Coordinate and manage complex executive schedules.
• Arrange meetings with logistics, agendas, and follow-ups.
• Serve as primary point of contact for executive communications.
• Screen and organize emails to maximize productivity.
• Prepare reports, briefings, and business documents.
• Track action items and deadlines across projects.
• Plan company events, leadership meetings, and virtual conferences.
• Handle travel arrangements and detailed itineraries.
• Maintain CRM platforms and operational records.
• Assist with recruiting by coordinating interviews.
• Monitor key metrics and compile leadership reports.
• Collaborate with cross-functional teams for project execution.
• Support sales/marketing through campaign coordination.
• Identify opportunities to streamline workflows.
• Manage ad hoc projects with quality and deadlines.

Skills

English communication

Prioritization

Confidentiality

Independent work

Professionalism

Tools

Google Workspace

Microsoft Office

ClickUp

Asana

Trello

Monday.com

Notion

Slack

HubSpot

Salesforce

Zoho

Clearing (getclearing.com)

Job description

Executive Assistant

Job Summary:

We are seeking a highly capable and dependable Executive Assistant to provide strategic, administrative, and operational support to company leadership. This role requires exceptional organizational skills, strong business acumen, and the ability to anticipate needs before they arise. The ideal candidate thrives in a fast-paced environment, exercises sound judgment, maintains confidentiality, and can effectively manage multiple projects and priorities simultaneously. The candidate will also be expected to work with Clearing (getclearing.com), an accounting software platform, to support accounting-related workflows, maintain accurate records, and assist with financial and administrative processes.

Key Responsibilities:

• Coordinate and maintain complex executive schedules, ensuring efficient time management and prioritization of commitments.

• Arrange internal and external meetings, including scheduling, logistics, agenda preparation, and follow-up tracking.

• Serve as a primary point of contact for executive communications, managing correspondence and ensuring timely responses.

• Screen, organize, and prioritize incoming emails, messages, and requests to maximize executive productivity.

• Prepare reports, presentations, briefing materials, and business documents for meetings and decision-making purposes.

• Track action items, deadlines, and deliverables to ensure projects remain on schedule and objectives are achieved.

• Assist in planning and coordinating company events, leadership meetings, workshops, and virtual conferences.

• Manage travel arrangements, including flights, accommodations, transportation, and detailed itineraries.

• Conduct research on industry trends, competitors, potential clients, and business opportunities, presenting findings in concise reports.

• Support recruitment efforts by coordinating interviews, communicating with candidates, and maintaining hiring records.

• Monitor key business metrics and compile performance reports for leadership review.

• Maintain and update CRM platforms, databases, and operational records with a high level of accuracy.

• Use Clearing (getclearing.com) accounting software to assist with accounting-related workflows, organize financial information, maintain accurate records, and support day-to-day financial administration.

• Assist with expense tracking, invoice processing, payment documentation, reimbursement requests, and budget-related administrative tasks.

• Help organize and monitor financial transactions and supporting documentation within the accounting system, ensuring information is complete and accurate.

• Coordinate with bookkeepers, accountants, and other relevant team members regarding financial records, documentation, and outstanding items.

• Develop, improve, and document internal processes to increase operational efficiency.

• Organize digital assets, company files, contracts, and confidential documentation in structured systems.

• Collaborate with cross-functional teams to ensure smooth communication and project execution.

• Assist with client relationship management by coordinating follow-ups, preparing meeting materials, and maintaining records.

• Support sales and marketing initiatives through lead tracking, campaign coordination, and administrative assistance.

• Monitor executive priorities and proactively identify opportunities to streamline workflows and improve productivity.

• Manage special projects and ad hoc assignments while maintaining quality and meeting deadlines.

Qualifications & Skills:

• Minimum of 3 years of experience as an Executive Assistant, Senior Virtual Assistant, Operations Coordinator, or similar support role.
• Excellent written and verbal English communication skills.
• Advanced proficiency with Google Workspace and/or Microsoft Office applications.
• Experience using productivity and project management tools such as ClickUp, Asana, Trello, Monday.com, Notion, Slack, or similar platforms.
• Familiarity with CRM systems, including HubSpot, Salesforce, Zoho, or equivalent software.
• Experience with accounting software, particularly Clearing (getclearing.com), is preferred. Candidates should be comfortable learning and navigating accounting platforms and handling financial information accurately.
• Basic understanding of bookkeeping workflows, invoice management, expense tracking, and financial documentation.
• Strong ability to prioritize tasks, manage competing deadlines, and adapt to changing business needs.
• Exceptional attention to detail with strong problem-solving and decision-making capabilities.
• Ability to work independently while maintaining consistent communication with leadership.
• High level of professionalism, integrity, and confidentiality when handling sensitive business and financial information.
• Experience supporting executives, founders, or senior leadership teams is highly preferred