General Executive Assistant | Operations & Finance Support

Location: Remote (Philippines)

Schedule: U.S. Hours (Final schedule to be confirmed)

Salary: PHP 30,000/month (Part-time)

Benefits: 10 Days PTO | Annual Appraisal | Healthcare Benefits | Career Growth Opportunities

About the Role

SmartScale360 is hiring an experienced General Executive Assistant to provide high-level administrative, operational, and executive support to a fast-growing U.S.-based business.

This role is ideal for a highly organized and proactive professional who can manage competing priorities, coordinate schedules and communications, support day-to-day operations, and assist with light bookkeeping and financial administrative tasks.

You'll work closely with executives, clients, vendors, and internal teams to keep workflows organized, deadlines on track, and business operations running smoothly.

What You'll Do

• Provide direct administrative support to executives and leadership , including managing priorities, documentation, and day-to-day workflows
• Manage complex calendars, meetings, and appointments , including scheduling, prioritization, and coordination
• Manage emails and communications by filtering messages, handling follow-ups, and maintaining clear communication with internal and external stakeholders
• Answer, screen, and route phone calls professionally while ensuring timely communication and follow-up
• Coordinate meetings, events, and business activities , including scheduling, preparation, logistics, and post-event follow-up
• Assist with light bookkeeping and financial administrative tasks , including organizing transactions, receipts, invoices, and expenses
• Support accounts payable and accounts receivable tracking , including payment follow-ups and maintaining accurate financial records
• Assist with basic reconciliation and financial reporting as needed
• Maintain organized spreadsheets, reports, trackers, and administrative records to support business operations
• Track projects, deadlines, deliverables, and action items to ensure timely completion
• Support ongoing operational projects and process improvements to increase efficiency and organization
• Liaise with clients, vendors, and internal teams and assist executives in maintaining strong professional relationships
• Follow up with stakeholders to ensure tasks, deliverables, and commitments are completed on time
• Maintain confidential business and financial information with professionalism and discretion

What We're Looking For

• 3–5 years of experience as an Executive Assistant, Virtual Assistant, Administrative Coordinator, Operations Coordinator, or similar role
• Proven experience supporting executives, business owners, or leadership teams
• Strong organizational, multitasking, and time-management skills
• Excellent written and verbal English communication skills
• Strong attention to detail and accuracy
• Experience with basic bookkeeping or accounting administrative tasks
• Strong proficiency in Microsoft Excel , including organizing data, creating spreadsheets and trackers, using basic formulas, and preparing reports
• Experience with or a strong preference for using Notion for task management, documentation, databases, and workflow organization
• Familiarity with CRM and project management platforms
• Familiarity with social media management tools and platforms
• Proactive, resourceful, and able to work independently in a remote environment
• Comfortable handling confidential business and financial information
• Strong problem-solving skills and the ability to manage multiple priorities
• Able to learn and adapt quickly to new tools, systems, and processes

Tools You'll Use

• Accounting/Bookkeeping: QuickBooks, Xero, or similar platforms
• Productivity: Microsoft Excel, Google Sheets, Google Workspace, Microsoft Office
• Task Management & Documentation: Notion (preferred)
• CRM: HubSpot, Salesforce, or similar platforms
• Project Management: Asana, Trello, Monday.com, ClickUp, or similar
• Communication: Slack, Zoom, Google Workspace, Microsoft Teams
• Social Media: Meta Business Suite, Buffer, Hootsuite, or similar platforms

Work-From-Home Requirements

• Laptop/PC: Intel i5 (or equivalent) with at least 8GB RAM
• Internet: Stable 100 Mbps connection
• Backup: Secondary internet connection, backup device, and reliable power source
• Work Environment: Professional, quiet, and suitable for client-facing work

Schedule

• Work Schedule: To be confirmed by the client
• Availability: Must be available to work any day of the week
• Shift: Must be flexible to work U.S. business hours based on operational needs

Why Join SmartScale360?

• Permanent remote work
• Competitive salary and performance bonuses
• Healthcare benefits
• Annual performance appraisal
• Career growth opportunities
• Work directly with established U.S.-based businesses
• Join a supportive and collaborative remote team

Apply Today!

If you're an organized, proactive, and detail-oriented professional with strong executive support, administrative, and operational skills, we'd love to hear from you.

Apply today and take the next step in your career with SmartScale360.

Note: To help streamline the hiring process, applicants are encouraged to secure an NBI Clearance early to avoid delays during client matching.