Job Title : Executive Assistant - LATAM
Location : Remote (PST Time Zones)
Salary Range : up to 2000 USD
Work Schedule : Monday to Friday, 9 : 00 AM to 5 : 00 PM (PST)
NOTE : INDEPENDENT CONTRACTOR POSITION
Company Overview :
Sagan is an exclusive membership community for top executives, founders, and CEOs seeking to hire and maximize the impact of international talent.
We bridge the gap between global talent and US-based businesses, connecting candidates from vibrant regions like Latin America, the Philippines, India, Pakistan, Bangladesh, and Africa with leading American companies.
Discover a world of career possibilities with Sagan.
Position Overview :
The Executive Assistant will provide comprehensive administrative support to senior executives, ensuring the smooth and efficient operation of daily activities.
This high-trust role requires a detail-oriented individual who can handle multiple tasks and changing priorities with ease, supporting executives in decision-making, communication, and organizational tasks.
Key Responsibilities :
Administrative Support :
- Manage and organize executive schedules, including planning and coordinating meetings, appointments, and travel arrangements.
- Handle incoming communications, including emails and phone calls, drafting responses as necessary.
- Prepare, edit, and format reports, presentations, and other documents.
Financial and Bookkeeping Tasks :
- Perform bookkeeping tasks using QuickBooks Online; familiarity with Xero is a plus.
- Oversee Accounts Receivable :
- Maintain records of client service fees and invoices.
- Issue invoices to clients, including creating one-off and recurring invoices, auditing automated invoice creation, and following up on outstanding payments.
- Receive and process checks, make bank deposits,
and trigger payments using Stripe and RBC Express.
- Record payments in the accounting system and reconcile internal sales records at month-end.
- Manage collections, liaising with clients and external collections agencies as needed, and responding to client billing queries.
- Oversee Accounts Payable :
- Receive, record, and arrange payments for vendor invoices in a timely and accurate manner.
- Reconcile all company credit card charges and maintain accurate records in Xero.
- Close and balance payables and disbursement journals at month-end, investigating vendor inquiries as needed.
- Process Payroll on a semi-monthly basis, making adjustments for compensation changes and leave accruals in coordination with HR to minimize liabilities.
Project and Task Management :
- Coordinate and manage special projects,
ensuring deadlines and deliverables are met.
- Use G Suite and Slack for effective communication and document management.
General Ledger & Financial Reporting :
- Make necessary adjustments based on account team requests.
- Perform monthly project profitability analysis, bank, and credit card reconciliations.
- Compile and deliver monthly financial statements to the CEO.
Problem Solving and Adaptability :
- Proactively solve problems, addressing issues as they arise to ensure executives are supported in all tasks.
- Remain adaptable and flexible to changing schedules, requests, and priorities.
Qualifications :
- 2-5 years of experience as an Executive Assistant.
- 3-5 years of experience in bookkeeping or similar roles.
- Strong proficiency in G Suite (Google Workspace) and Slack.
- Familiarity with QuickBooks Online; experience with Xero is a plus.
- Excellent verbal and written communication skills.
- High level of attention to detail and organizational skills.
- Ability to work independently, handle confidential information, and adapt to a dynamic work environment.
- Strong numerical and analytical skills.
Nice-to-Haves :
- An accounting degree or relevant experience.
- A law degree or relevant experience.
- General positive attitude and a client-focused approach.
Please note : To ensure prompt processing of your application, we kindly request that you submit your resume and intro video in English format.
