Executive Assistant (Pacific Time Support)
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?
100% REMOTE
$50 birthday bonus
$200 testimonial bonus
$300 tenure bonus every 6 months
$500 entry monthly raffle
NO TRACKER. NO PROBLEM
Average salary estimate
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