Remote Executive & Operations Assistant (2 hrs/day)

RecruitMyMom; United States; Remote; USD 21,000 - 48,000; Part time

Job summary

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.

Responsibilities

• 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.

Skills

Xero invoicing

Digital tools proficiency

Independent workflow development

Excellent written English

Autonomous work style

Availability 2 hours/day

Job description

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.