General Executive Assistant

SmartScale360; United States; Remote; USD 4,500 - 6,100; Part time

Benefits offered by this job

Healthcare Benefits

Career Growth Opportunities

Annual Appraisal

Remote Work

Job summary

SmartScale360 is seeking an experienced General Executive Assistant to provide high-level administrative and operational support to a fast-growing U.S.-based business.

This remote position for the Philippines-based candidate requires managing schedules, communications, and day-to-day operations while assisting with light bookkeeping and financial tasks. The role collaborates with executives, clients, vendors, and internal teams to keep workflows organized and deadlines met.

Qualifications

• 3–5 years of experience as an Executive Assistant or similar role.
• Proven experience supporting executives or leadership teams.
• Strong organizational and time-management skills.
• Excellent written and verbal English communication.
• Attention to detail and accuracy.
• Experience with basic bookkeeping or accounting admin tasks.
• Proficiency in Excel and data organization.
• Experience with Notion for task management and documentation.
• Familiarity with CRM and project management platforms.
• Able to work independently in a remote environment.

Responsibilities

• Provide direct administrative support to executives and leadership, managing priorities and day-to-day workflows.
• Manage complex calendars, meetings, and appointments with prioritization and coordination.
• Handle emails and communications, filtering messages and ensuring follow-ups.
• Screen and route calls professionally with timely follow-up.
• Coordinate meetings, events, and business activities, including logistics and post-event follow-up.
• Assist with light bookkeeping and financial tasks, organizing transactions and receipts.
• Support accounts payable/receivable tracking and financial records.
• Assist with basic reconciliation and financial reporting as needed.
• Maintain organized spreadsheets, reports, trackers, and records.
• Track projects, deadlines, and action items to ensure timely completion.
• Support operational projects and process improvements for efficiency.
• Liaise with clients, vendors, and internal teams; maintain professional relationships.

Skills

Executive support

Calendar management

English communication

Notion

CRM systems

Accounting basics

Excel

Tools

QuickBooks

Xero

Notion

HubSpot

Salesforce

Asana

Trello

Monday.com

ClickUp

Slack

Zoom

Google Workspace

Microsoft Office

Job description

Location: Remote (Philippines)
Schedule: U.S. Hours (Final schedule to be confirmed)
Salary: PHP 30,000/month (Part-time)
Benefits: 10 Days PTO | Annual Appraisal | Healthcare Benefits | Career Growth Opportunities

About the Role

SmartScale360 is hiring an experienced General Executive Assistant to provide high-level administrative, operational, and executive support to a fast-growing U.S.-based business.

This role is ideal for a highly organized and proactive professional who can manage competing priorities, coordinate schedules and communications, support day-to-day operations, and assist with light bookkeeping and financial administrative tasks.

You'll work closely with executives, clients, vendors, and internal teams to keep workflows organized, deadlines on track, and business operations running smoothly.

What You'll Do

• Provide direct administrative support to executives and leadership, including managing priorities, documentation, and day-to-day workflows
• Manage complex calendars, meetings, and appointments, including scheduling, prioritization, and coordination
• Manage emails and communications by filtering messages, handling follow-ups, and maintaining clear communication with internal and external stakeholders
• Answer, screen, and route phone calls professionally while ensuring timely communication and follow-up
• Coordinate meetings, events, and business activities, including scheduling, preparation, logistics, and post-event follow-up
• Assist with light bookkeeping and financial administrative tasks, including organizing transactions, receipts, invoices, and expenses
• Support accounts payable and accounts receivable tracking, including payment follow-ups and maintaining accurate financial records
• Assist with basic reconciliation and financial reporting as needed
• Maintain organized spreadsheets, reports, trackers, and administrative records to support business operations
• Track projects, deadlines, deliverables, and action items to ensure timely completion
• Support ongoing operational projects and process improvements to increase efficiency and organization
• Liaise with clients, vendors, and internal teams and assist executives in maintaining strong professional relationships
• Follow up with stakeholders to ensure tasks, deliverables, and commitments are completed on time
• Maintain confidential business and financial information with professionalism and discretion

What We're Looking For

• 3–5 years of experience as an Executive Assistant, Virtual Assistant, Administrative Coordinator, Operations Coordinator, or similar role
• Proven experience supporting executives, business owners, or leadership teams
• Strong organizational, multitasking, and time-management skills
• Excellent written and verbal English communication skills
• Strong attention to detail and accuracy
• Experience with basic bookkeeping or accounting administrative tasks
• Strong proficiency in Microsoft Excel, including organizing data, creating spreadsheets and trackers, using basic formulas, and preparing reports
• Experience with or a strong preference for using Notion for task management, documentation, databases, and workflow organization
• Familiarity with CRM and project management platforms
• Familiarity with social media management tools and platforms
• Proactive, resourceful, and able to work independently in a remote environment
• Comfortable handling confidential business and financial information
• Strong problem-solving skills and the ability to manage multiple priorities
• Able to learn and adapt quickly to new tools, systems, and processes

Tools You'll Use

• Accounting/Bookkeeping: QuickBooks, Xero, or similar platforms
• Productivity: Microsoft Excel, Google Sheets, Google Workspace, Microsoft Office
• Task Management & Documentation: Notion (preferred)
• CRM: HubSpot, Salesforce, or similar platforms
• Project Management: Asana, Trello, Monday.com, ClickUp, or similar
• Communication: Slack, Zoom, Google Workspace, Microsoft Teams
• Social Media: Meta Business Suite, Buffer, Hootsuite, or similar platforms

Work-From-Home Requirements

• Laptop/PC: Intel i5 (or equivalent) with at least 8GB RAM
• Internet: Stable 100 Mbps connection
• Backup: Secondary internet connection, backup device, and reliable power source
• Work Environment: Professional, quiet, and suitable for client-facing work

Schedule

• Work Schedule: To be confirmed by the client
• Availability: Must be available to work any day of the week
• Shift: Must be flexible to work U.S. business hours based on operational needs

Why Join SmartScale360?

• Permanent remote work
• Competitive salary and performance bonuses
• Healthcare benefits
• Annual performance appraisal
• Career growth opportunities
• Work directly with established U.S.-based businesses
• Join a supportive and collaborative remote team