Executive Assistant - Financial Administration
QuickTeam · Remote
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.
Requirements
- 3+ years' experience as an Executive Assistant, or equivalent experience in finance/accounts administration
- Demonstrated experience with invoicing, reconciliations, or financial document preparation
- Strong proficiency in Google Sheets/Excel for tracking budgets, projects, and documentation
- Experience with, or strong aptitude for, application or grant/rebate-style administrative processes (intake, documentation tracking, status reporting, and closeout)
- Comfortable communicating with external program administrators and stakeholders via email and Microsoft Teams
- Strong organizational and multitasking skills with the ability to prioritize tasks effectively
- Excellent verbal and written communication skills
- Ability to work autonomously and take initiative in a fast-paced environment
- Discretion and professionalism in handling sensitive financial and business information
- A proactive, detail-oriented mindset with a willingness to learn and grow
- Comfortable working EST business hours