Executive Assistant

Job title: Executive Assistant

Type of employment: Full-time (Remote)

Budget: $6/hr - $10/hr

Shift Schedule: 8 AM - 5 PM CST

We are seeking an experienced, highly organized, and detail-oriented Executive Assistant to provide comprehensive administrative, financial, and operational support to our executive leadership team. This is a remote role supporting a fast-growing software company based in Dallas, Texas, ideal for a proactive professional with a strong background in administration, bookkeeping, and executive support.

About the Employer:

A cloud-based ERP software provider offering end-to-end management solutions from inventory tracking to service order automation and contract billing to streamline operations and boost efficiency. Designed to replace manual workflows with real-time analytics, integrated CRM, and predictive operational tools, it empowers businesses to scale smarter and stay ahead in a competitive market

Company core values:

• Precision Matters - We value attention to detail in everything we do.
• Move with Purpose - We act quickly and efficiently to stay ahead.
• Execute Relentlessly - We focus on delivering results without delay.

Objectives of this role:

• Streamline day-to-day administrative and operational tasks to increase executive efficiency
• Improve internal workflows by managing key support functions across finance, travel, communication, and compliance
• Act as a key point of contact between the executive team and internal/external stakeholders

Responsibilities:

• Manage executive calendars, schedule meetings, and coordinate complex travel arrangements
• Process invoices, handle contract billing and reconciliation, and maintain financial records using Odoo
• Perform payroll tasks and ensure compliance with government regulations
• Provide email inbox management, prioritize and escalate urgent matters, and handle general correspondence
• Support tradeshow planning, logistics coordination, and related event management tasks
• Create and manage business documents including PDFs, reports, spreadsheets, and presentations
• Analyze expense reports, ensuring accuracy, categorization, and documentation
• Maintain organized digital filing systems for easy retrieval and compliance
• Collaborate with internal teams and serve as liaison to vendors, clients, and partners
• Provide ad hoc administrative and operational support to leadership as needed

Required skills and qualifications:

• 3+ years of experience as an Executive Assistant or in a similar administrative role
• Strong bookkeeping and accounting skills, with hands-on experience using Odoo
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Adobe Acrobat
• Excellent communication, organizational, and interpersonal skills
• Exceptional time management and multitasking abilities
• Self-motivated, proactive, and able to work both independently and collaboratively
• Strong attention to detail and ability to manage confidential information with discretion

Preferred skills and qualifications

• Experience supporting C-level executives in a fast-paced, high-growth environment
• Familiarity with CRM systems and project management tools
• Experience coordinating trade shows, events, or large-scale logistics
• Background in payroll administration and knowledge of government compliance requirements
• Demonstrated adaptability to shifting priorities and tight deadlines