Executive Assistant

About the Role A growing fractional CFO and consulting firm is seeking a highly organized and tech-savvy Executive Assistant to provide end-to-end support across client projects, scheduling, and internal operations. The ideal candidate is proactive, structured, and capable of operating with minimal direction — someone who can anticipate needs, manage multiple workflows, and ensure that no detail or deadline slips through the cracks. This position will play a key role in helping the founder manage priorities across several businesses and clients in finance, accounting, and operations
Key Responsibilities Executive & Administrative Support ● Manage and organize multiple calendars and inboxes across different client accounts and business entities ● Maintain an organized task tracking system using tools such as Todoist, Outlook, or SharePoint ● Prepare meeting notes, summaries, and follow-ups to ensure clear action tracking ● Handle confidential information with discretion ● Coordinate personal and professional scheduling, including appointments and follow-ups ● Create and maintain to-do lists, reminders, and recurring task systems to ensure nothing falls through the cracks
Project Coordination & Organization ● Support light project management and workflow tracking across multiple client initiatives ● Manage documentation using SharePoint, Excel, and Google Workspace ● Track deliverables, deadlines, and dependencies across clients and internal projects ● Assist in the creation and maintenance of reports, summaries, and presentations
Business Development Support ● Help manage and update the HubSpot CRM: logging interactions, tracking follow-ups, and maintaining client data accuracy ● Conduct light research and assist with outreach or follow-up emails to potential clients ● Ensure all leads and opportunities are logged, updated, and moved through the pipeline efficiently
Financial & Operational Assistance (as needed) ● Assist in compiling and organizing client financial data ● Prepare or clean up data in Excel for financial analysis and reporting ● Perform light bookkeeping tasks or data entry in QuickBooks (training can be provided ● Support the coordination of deliverables between the founder and accounting clients
Qualifications ● 3+ years of experience as an Executive Assistant, Operations Assistant, or Project Coordinator ● Proven ability to manage multiple workflows across business and personal contexts
● Strong familiarity with: ○ Outlook / Microsoft 365 (email, calendar, SharePoint ○ Todoist or similar task management tools ○ HubSpot CRM ○ Excel (formulas, formatting, data management ○ QuickBooks (basic knowledge preferred
● Exceptional written and verbal English communication ● Strong organizational and follow-up skills — thrives on clarity, consistency, and efficiency ● Comfortable handling sensitive business and personal information with complete discretion ● Tech-comfortable and eager to learn new systems quickly
Preferred Skills ● Experience supporting finance, consulting, or accounting professionals ● Previous exposure to business operations, reporting, or client coordination ● Understanding of U.S. business hours, professional communication norms, and client-facing correspondence
Working Hours ● Full-time, Monday to Friday ● Must be available during Pacific business hours (6 AM–2 PM PST ● Occasional flexibility required during busy client cycles or project deadlines
Success Metrics ● Founder's schedule and communications run seamlessly and proactively ● Tasks, follow-ups, and deliverables are completed without reminders ● CRM and project trackers are consistently up to date ● Reports, data, and materials are delivered on time and error-free Why Join Assist World?
% REMOTE $50 birthday bonus $200 testimonial bonus $300 tenure bonus every 6 months $500 entry monthly raffle NO TRACKER. NO PROBLEM

---