Executive Assistant - Financial Administration

Executive Virtual Assistant QuickTeam is seeking a skilled and experienced Executive Virtual Assistant to provide comprehensive administrative support to the COO/CFO, with a strong focus on financial administration and rebate program management. This role combines traditional executive support — calendar management, correspondence, travel, and meeting coordination — with hands-on responsibility for client invoicing, rebate applications, and budget documentation. You'll need exceptional organizational skills, financial literacy, and the ability to manage a diverse set of responsibilities in a fast-paced environment. Full-time, 40 hours/week Fully remote, work from home Salary: R20,000/month, commensurate with skills and experience Availability to work during EST business hours Responsibilities: Client Invoicing: Prepare and process client invoices accurately and on time. Rebate Budget Forms: Complete and manage budget forms required for rebate applications. Load Letters: Prepare and submit load letters as required by rebate programs. Rebate Applications: Prepare, submit, and track rebate applications from start to finish. Closeout Documentation: Manage rebate closeout documentation and ensure timely submission. Program Research: Research available rebate programs and provide concise summaries and recommendations to the COO. Program Administrator Liaison: Maintain regular communication with rebate program administrators regarding the status of applications and closeouts. Progress Tracking: Update and maintain Google Sheets to accurately track project progress, rebates, and related documentation. Stakeholder Meetings: Attend Microsoft Teams meetings with rebate companies to discuss the status of rebate applications and closeouts. Client Liaison: Liaise with clients to obtain all required documentation for rebate applications. Project Manager Collaboration: Maintain strong communication and collaborate closely with Project Managers throughout the project lifecycle. Ongoing Training: Participate in regular training sessions with the COO to stay up to date on rebate programs, processes, and industry requirements. Calendar Management: Efficiently manage the COO/CFO's complex and ever-changing schedule, including meetings, conference calls, and appointments. Anticipate scheduling conflicts and proactively resolve them. Email and Correspondence: Monitor and prioritize the inbox, draft and respond to emails, and ensure timely and accurate communication with internal and external stakeholders. Travel Arrangements: Arrange travel logistics including flights, accommodations, transportation, and itinerary planning. Meeting Coordination: Prepare agendas, coordinate logistics, take minutes, track action items, and follow up on outstanding tasks. Confidentiality and Discretion: Handle sensitive and confidential financial and business information with the highest level of integrity. Documentation and Filing: Organize and maintain files, records, and documentation, both electronic and physical, ensuring easy retrieval. Research and Analysis: Conduct research, gather data, and prepare reports and briefing materials to support decision-making. QuickTeam