Executive Assistant- STFN

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 organized and updated.
• Provide visibility across multiple projects and business workflows.
• Organize information between email, calendars, QuickBooks, and task-tracking tools.
• Improve basic administrative systems when needed.

Back-End Communication

• Manage operational emails and SMS follow-ups.
• Respond to routine administrative inquiries using approved information.
• Route incoming requests to the appropriate person or system.
• Log important requests, updates, and action items.
• Maintain clear and professional written communication.

Reporting and Operational Visibility

• Provide simple status reports showing completed, pending, and blocked tasks.
• Track project progress, deadlines, and operational bottlenecks.
• Maintain light tracking of project costs against expected expenses.
• Highlight overdue items, risks, and priorities requiring attention.

Required Qualifications

• Previous experience as an Executive Assistant, Operations Assistant, Administrative Assistant, Project Coordinator, or similar role.
• Experience managing calendars, schedules, priorities, and follow-ups.
• Familiarity with invoicing, billing, or basic QuickBooks functions.
• Strong organizational and task-management skills.
• Comfortable working across multiple businesses, projects, and priorities.
• Strong written English communication skills.
• Proficiency in Google Calendar, email, Google Sheets, or Microsoft Excel.
• Ability to work independently and complete tasks without repeated reminders.
• Availability during Canadian/North American business hours.

Preferred Qualifications

• Experience using QuickBooks Online.
• Experience using Notion or a similar project-management platform.
• Familiarity with Google Voice or SMS-based business communication.
• Experience supporting construction, creative, or service-based businesses.
• Basic experience tracking project expenses, invoices, or operational costs.

Ideal Candidate

The ideal candidate is:

• Highly organized, proactive, and dependable.
• Consistent with follow-ups and task completion.
• Comfortable receiving instructions through voice notes and messages.
• Able to identify urgent tasks and prioritize effectively.
• Detail-oriented when handling schedules, invoices, and business records.
• Confident working independently in a fast-moving environment.
• Able to maintain visibility across multiple projects without becoming overwhelmed.

Success in This Role

Success will be measured by:

• No missed invoices, deadlines, appointments, or follow-ups.
• Clear visibility across active projects and outstanding tasks.
• Accurate and organized billing and operational records.
• Consistent completion of tasks without repeated reminders.
• Reduced scheduling and administrative workload for the executive.
• Timely reporting of completed, pending, and blocked items.