Executive Assistant

Role Description

The People Group is currently seeking a highly skilled and tech savvy Executive Assistant with Marketing and Bookkeeping or Finance experience to join our talent pool on a freelance basis. In this role, you will provide high level administrative and operational support to founders and senior leaders while assisting with marketing initiatives, CRM management, bookkeeping and financial administration. You will help optimize workflows, manage day to day business operations and leverage AI tools to improve efficiency and productivity.

This is a fully remote fractional role supporting clients across multiple time zones and is ideal for someone who is proactive, detail oriented, highly organized and comfortable working independently in a fast paced environment.

Responsibilities

• Manage calendars and schedule meetings and appointments for clients
• Coordinate domestic and international travel arrangements and accommodations
• Prepare and edit documents, reports, presentations, and correspondence
• Manage email inboxes and handle phone calls and other communications
• Organize and maintain files, records, databases, and confidential information
• Assist in preparing meeting agendas, record meeting minutes, and track action items
• Support marketing initiatives including email campaigns, social media scheduling, and content coordination
• Maintain and update CRM systems ensuring accurate customer and lead records
• Assist with marketing research, competitor analysis, and campaign reporting
• Coordinate marketing assets, promotional materials, and event logistics
• Perform bookkeeping and finance support tasks including invoice processing, accounts payable, accounts receivable, expense management, bank reconciliations, and financial record keeping
• Maintain and update financial records using accounting software such as Xero, QuickBooks, or similar platforms
• Assist with budget tracking, financial reporting, and other finance related administrative tasks as required
• Collaborate with clients, accountants, marketing vendors, and internal stakeholders to ensure smooth business operations
• Collaborate with team members to ensure efficient workflows and operational excellence
• Arrange and coordinate meetings, events, conferences, webinars, and client engagements
• Respond to and manage client requests including ad hoc tasks with professionalism, discretion, and attention to detail
• Perform other administrative and operational support tasks as required

Qualifications

• Minimum of 3 years of experience as an Executive Assistant, Executive Administrator, Operations Coordinator, or in a similar executive support role
• Proven experience supporting C level executives, founders, business owners, or senior leadership teams
• Experience with bookkeeping and finance administration including invoicing, accounts payable, accounts receivable, expense management, bank reconciliations, and financial record keeping
• Proficiency using accounting software such as Xero, QuickBooks, or similar financial platforms
• Experience supporting marketing initiatives including CRM management, email marketing, campaign coordination, content scheduling, or lead management
• Familiarity with CRM platforms such as HubSpot, Salesforce, Pipedrive, or similar systems
• Experience using AI tools such as ChatGPT, Claude, Gemini, or similar platforms to improve productivity, research, content creation, and workflow automation
• Exceptional organizational and time management skills with the ability to manage multiple priorities in a fast paced environment
• Strong verbal and written English communication skills
• Highly proficient in Google Workspace including Gmail, Calendar, Docs, Sheets, and Slides, and Microsoft Office applications
• Comfortable using collaboration and project management tools such as Slack, Zoom, Notion, Asana, ClickUp, Trello, Jira, or similar platforms
• Experience managing complex calendars, coordinating meetings across multiple time zones, and supporting executive schedules
• Strong attention to detail with excellent follow through, accuracy, and accountability
• Ability to manage confidential and sensitive information with professionalism, discretion, and integrity
• Resourceful, proactive, and capable of working independently with minimal supervision
• Strong critical thinking and problem solving skills with the ability to anticipate executive needs and recommend solutions
• Experience coordinating domestic and international travel, executive logistics, client meetings, and events
• Comfortable working in a fast paced startup, scale up, or technology driven environment
• Ability to collaborate effectively with cross functional teams, clients, and stakeholders
• Reliable high speed internet connection and a professional remote work environment

Preferred Qualifications

• Experience supporting founders, executives, or leadership teams within a startup, technology, SaaS, or high growth business
• Experience with marketing operations including CRM management, email marketing, campaign coordination, or lead management
• Experience using CRM platforms such as HubSpot, Salesforce, Pipedrive, or similar systems
• Experience using accounting software such as Xero, QuickBooks, or similar financial platforms
• QuickBooks Online Certification or Xero Certification is an advantage but not required
• Experience using AI productivity tools such as ChatGPT, Claude, Gemini, or similar platforms
• Familiarity with workflow automation tools such as Zapier, Make, or similar automation platforms
• Experience coordinating projects and working across multiple teams and stakeholders
• Strong understanding of business operations, process improvement, and operational efficiency
• Experience supporting multiple clients or executives in a freelance, fractional, or agency environment
• Experience working with high net worth individuals, Family Offices, or business leaders is an advantage but not required
• Willingness to occasionally meet clients in person if requested

Company Description

You will be working as a contractor under the The People Group company name, therefore you are not a direct employee and only work as a contractor for our business. The benefit of this structure means, all of our clients sign contracts directly with The People Group and not you as the Contractor, therefore you are protected as a remote contractor as The People Group takes care of the client service side of the function.