Executive Assistant for a Facilities Services in the US (Home Based Full Time)

Client Information The Company is a growing business seeking a highly organized, proactive, and dependable Executive Assistant to support its day-to-day operations. The ideal candidate is self-motivated, able to work independently, and confident communicating professionally with clients, suppliers, and team members. This role requires someone who can manage multiple priorities, take initiative, solve problems, and help ensure the business operates efficiently while maintaining a high standard of organization and customer service. Job Description • Manage incoming emails and respond to customer enquiries. • Answer and make customer phone calls. • Book surveys, installations, and service appointments. • Prepare quotations using company templates. • Raise invoices and assist with accounts administration. • Follow up on outstanding quotations and payments. • Update and maintain the CRM (HubSpot). • Manage diaries and engineer schedules. • Liaise with customers, suppliers, and manufacturers. • Organise documents, spreadsheets, and business records. • Provide administrative support to the Managing Director. • Use AI tools, including ChatGPT, to improve productivity and streamline workflows. • Identify and implement opportunities to improve systems and processes. Must Haves • Previous experience as a Virtual Assistant, Executive Assistant, Office Administrator, or in a similar role. • Excellent written and spoken English communication skills. • Strong customer service and interpersonal communication skills. • Highly organised with exceptional attention to detail. • Proficient in Gmail, Google Workspace, Microsoft Office, and spreadsheets. • Comfortable learning and using new software, including HubSpot CRM. • Ability to prioritise tasks, manage workloads, and meet deadlines. • Professional, reliable, trustworthy, and proactive. Nice to Haves • Experience in the construction, engineering, or trades sector is an advantage. • Familiarity with HubSpot CRM, FreeAgent, or similar business software. • Experience with social media management or digital marketing. • Bookkeeping, invoicing, or general accounts administration experience. Home Office Requirements Please only apply for this role if you have the following home office requirements: · Perfectly working headset and webcam · Stable internet connection of at least 25 Mbps ~ 50 Mbps · Up to date computer system with a minimum of Windows 10 or later and macOS Monterey (12.0) or later · Quiet room with no distractions or background noises · A backup plan if the power goes out or if your internet connection becomes unstable during your shift Only applicants meeting the strict criteria above will be contacted. Connect With Us https://virtualcoworker.com.ph https://virtualcoworker.com/our-culture https://www.facebook.com/virtualcoworker https://www.linkedin.com/company/virtual-coworker