CPT-11527 Administrative & Executive Assistant (Part-Time)

Remote WorldwideRemotemid

Executive AssistantAdministration & Office Support

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Quick Summary

Key Responsibilities

Email & Inbox Management Monitor and organize the owner's business inbox while maintaining existing organizational systems.

Technical Tools

Executive AssistantAdministration & Office Support

Responsibilities

~2 min read

→Monitor and organize the owner's business inbox while maintaining existing organizational systems.
→Identify and prioritize emails requiring urgent attention or action from the owner.
→Flag outstanding communications, pending responses, and important follow-ups.
→Draft or send routine email responses when appropriate and authorized.
→Maintain an organized inbox and help ensure important communications are addressed promptly.
→Proactively communicate priorities and items requiring the owner's attention.

→Assist with other executive, administrative, and practice-support tasks as assigned.
→Learn new software, systems, and internal procedures as needed.
→Work independently on assigned responsibilities while seeking clarification when necessary.
→Provide timely updates on task progress, outstanding items, and potential issues.Skills

The Contractor must demonstrate proficiency in the following, depending on the Client’s requirements:

· Previous administrative, executive assistant, office administration, or business support experience required.
· Strong written English and professional email communication skills required.
· Excellent organizational skills and attention to detail required.
· Ability to learn new systems, software, and procedures quickly required.
· Strong initiative, follow-through, and problem-solving skills required.
· Good time management and ability to manage multiple tasks and deadlines required.
· Ability to work independently and follow documented procedures required.
· Experience with email and inbox management preferred.
· Familiarity with Xero or other bookkeeping platforms preferred, but not mandatory.
· Experience with invoice administration, supplier statements, or basic finance support preferred.
· Experience supporting UK businesses or professional services practices is a plus.
· Familiarity with GDPR, AML administration, or compliance tracking is a plus.
· Understanding of confidentiality and appropriate handling of financial and client information required.

Provide general administrative and executive support across a varied range of business tasks.
Maintain accurate records, trackers, and digital documentation.
Manage assigned tasks, follow-ups, and deadlines to ensure timely completion.
Follow established workflows and procedures for recurring administrative responsibilities.
Assist with organizing information and coordinating routine operational activities.
Identify missing information, potential issues, or opportunities to improve administrative processes.
Adapt to changing priorities and take on additional administrative responsibilities as required.

Monitor designated client account inboxes and identify incoming supplier invoices.
Forward invoices to the appropriate bookkeeping software using designated email addresses and established procedures.
Maintain an organized process for handling incoming financial documents.
Check for missing, incomplete, or unusual documentation and flag items for review.
Ensure financial documents are routed to the appropriate person or system in a timely manner.

Perform basic administrative tasks in Xero by following the client's documented procedures.
Review supplier statements against existing Xero records to identify invoices that may not have been entered.
Review customer remittances and update applicable invoice payment records using the correct payment dates.
Assist with basic transaction cross-checking and reconciliation-related administrative tasks.
Identify discrepancies and escalate them to the owner or appropriate person for review.
Maintain accuracy and consistency when handling financial records.

Extensive bookkeeping or accounting experience is not required. The client will provide procedures to guide the finance-related responsibilities.

Monitor client identification records and relevant expiration dates.
Track client risk assessments and help ensure they are completed at established intervals.
Maintain accurate compliance records and administrative trackers.
Follow documented procedures for recurring anti-money-laundering (AML) and client-administration requirements.
Handle confidential client and financial information responsibly.
Flag missing documentation, upcoming deadlines, and compliance-related matters requiring attention.

Highly organized and detail-oriented.
Proactive, resourceful, and able to anticipate tasks requiring attention.
A fast learner who can adapt to different software, systems, and workflows.
Experienced in handling a varied range of administrative responsibilities.
Confident managing inboxes, tracking follow-ups, and keeping records organized.
Comfortable working with basic financial documentation and learning Xero through established procedures.
Able to work independently without requiring constant reminders.
Demonstrates sound judgment in identifying discrepancies and escalating issues appropriately.
Communicates clearly and professionally.
Reliable, discreet, and comfortable handling confidential business and client information.

· Microsoft Outlook / Email Platforms
· Microsoft Teams
· Microsoft Excel / Google Sheets
· Microsoft Office / Google Workspace
· Xero or other bookkeeping platforms (preferred; training and procedures will support basic tasks)
· Remote Desktop Systems
· Other client-specific business applications as required

Contracted Hours per Week: 10 Hours (Hours likely to increase based on performance and workload)
Scheduled Working Days: Monday through Friday (unless otherwise mutually agreed in writing)
Daily Working Time: Early Morning UK Time - TBD

Note: The Company will make reasonable efforts to align the Assigned VA’s schedule with the Client’s preferred hours as set forth above. However, availability may vary based on time zones, capacity, and the contracted hours set in this SOW. Any changes must be mutually agreed to in writing through a revised SOW.

Contractors will operate under a Master Services Agreement and a Statement of Work
This is not an offer of employment; contractors are not employees of 20four7VA or any client
All compensation is processed through 20four7VA according to the terms of the engagement