Job Description
Location: Remote – Philippines Employment Type: Part-Time, 20–30 hours per week, with potential to become full-time Working Hours: Must be available to collaborate during Canadian/North American business hours Role Overview We are looking for a highly organized and dependable Executive Assistant to support the day-to-day operations of multiple business ventures, including construction, creative, and operational projects. This role focuses on calendar management, invoicing, task follow-through, communication, and maintaining simple tracking systems. The ideal candidate takes ownership of responsibilities, follows up consistently, and ensures that priorities, deadlines, and outstanding tasks are clearly tracked and completed. This is primarily a back-end operations role and does not involve client-facing meetings or relationship management. Key Responsibilities Calendar and Priority Management Manage calendars, meetings, appointments, and scheduling conflicts. Organize daily and weekly priorities based on urgency and business impact. Prepare simple summaries of upcoming tasks, meetings, and priorities. Ensure important deadlines, appointments, and follow-ups are not missed. Invoicing and QuickBooks Support Create, send, and track invoices using QuickBooks. Monitor outstanding invoices and follow up on overdue payments. Maintain accurate and organized billing records. Flag invoice discrepancies, missing information, or payment delays. Task Management and Follow-Through Convert voice notes, messages, and instructions into organized task lists. Assign deadlines and track action items through completion. Follow up with internal and external contacts regarding outstanding requirements. Maintain a consistent 24–48-hour follow-up cycle. Escalate tasks that are delayed, blocked, or require executive attention. Systems and Project Tracking Maintain simple tracking systems using Notion, Google Sheets, or Microsoft Excel. Keep project information, deadlines, and action items org
