Personal Assistant

Job Description

Job Description

Title: Part-Time Office Manager / Executive Assistant to CEO — 1099 Independent Contractor

Project Overview
We are a growing HVAC company seeking a highly organized, detail-oriented Office Manager / Executive Assistant to provide ongoing administrative and operational support to the CEO and business operations.

This is a remote, part-time, hourly independent-contractor engagement. The selected professional will work directly with the CEO to help maintain organized back-office processes on site at least 3 days a week, improve follow-through on administrative tasks, and support the company’s continued growth.

Engagement Structure

• Independent contractor / 1099 engagement
• Hourly fee arrangement
• Initial term of approximately 6–12 months
• Estimated schedule: 20+ hours per week
• Partial Remote position; U.S. -based candidates preferred
• No employee benefits, paid time off, health insurance, or other employment benefits
• Hours may increase or decrease based on business needs
• Potential opportunity to extend the contractor engagement or convert to a W-2 employee role, subject to business needs, performance, and mutual agreement

Key Responsibilities

• Support the CEO with day-to-day administrative, operational, and ad hoc business needs.
• Coordinate invoicing, payment tracking, customer follow-up, and related documentation.
• Organize bookkeeping records and coordinate with the company’s bookkeeper, accountant, or payroll provider as needed.
• Assist with payroll-related administrative tasks and maintenance of employee or contractor records, as directed.
• Maintain organized digital files, vendor records, client documents, and internal administrative records.
• Manage calendars, meetings, reminders, follow-up items, and task tracking.
• Help prepare basic reports, spreadsheets, correspondence, proposals, and presentation materials.
• Coordinate vendors, office-related purchases, and routine operational requests.
• Identify administrative process improvements and help create repeatable systems and checklists.
• Handle confidential business and client information professionally and securely.

Required Qualifications

• Demonstrated experience as an Office Manager, Executive Assistant, Operations Coordinator, Administrative Manager, or similar role.
• Strong written communication, organization, prioritization, and follow-through skills.
• Experience supporting a founder, executive, small-business owner, or senior leader.
• Proficiency with Microsoft Office or Google Workspace, including Word/Docs, Excel/Sheets, Outlook/Gmail, and calendar tools.
• Comfort working with invoicing, bookkeeping documentation, expense tracking, and payroll-related administrative processes.
• Experience with QuickBooks or similar accounting software is preferred.
• Ability to work independently, manage shifting priorities, and communicate proactively.
• Strong discretion when working with confidential financial, payroll, client, and company information.
• U.S.-based and legally able to provide services as an independent contractor.

Application Instructions
Please submit:

• A brief summary of your relevant Office Manager or Executive Assistant experience.
• Your hourly rate and availability.
• The number of hours per week you can commit during the next 6–12 months.
• Examples of the administrative, bookkeeping-support, invoicing, payroll-support, and executive-support responsibilities you have managed.
• Your experience with QuickBooks, payroll platforms, CRMs, project-management tools, and Microsoft Office or Google Workspace.
• Two professional references or relevant client examples, if available.