V101 - Executive Support Assistant
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Job Duck
US
Summary
The Executive Support Assistant will manage billing, invoicing, and financial record maintenance while supporting CRM and project coordination tasks. They will also handle inbox management, calendar scheduling, and ensure project workflows remain on track through regular team follow-ups.
Job Description
For ambitious, culturally diverse, curious minds seeking booming careers, Job Duck unlocks and nurtures your potential. We connect you with rewarding, remote job opportunities with US-based employers who recognize and appreciate your skills, allowing you to not just survive but thrive.
As a lifestyle company, we ensure that everybody working here has a fantastic time, which is why we’ve earned the Great Place to Work Certification every year since 2022!
Job Description:
We are seeking a detail-oriented and highly organised Executive Support Assistant to support our Senior Executive Assistant and Project Manager. This role is ideal for someone who enjoys administrative operations, billing support, CRM management, and project coordination.
Schedule: Monday to Friday from 8:00 AM to 5:00 PM EST
Monthly Compensation: 1,060 to 1,150 USD
Responsibilities include, but are not limited to:
- Assist with billing, invoicing, timesheet reviews, and financial record maintenance.
- Support client billing follow-ups, payments, and administrative processes.
- Manage inboxes, calendars, reports, documents, and routine administrative tasks.
- Enter and update client, company, matter, and project information.
- Update and maintain records in QuickBooks, Minute7, CRM, and other firm systems.
- Assist with reports, CRM cleanup, workflow administration, and special projects.
- Follow up with team members as directed to ensure projects stay on track.
- Track interactions, meeting notes, summaries, and supporting documentation.
- Monitor project updates, deadlines, assignments, and workflow status.
- Conduct data accuracy checks and identify missing or inconsistent information.
Requirements:
- Experience working in a law firm or other professional services environment.
- Experience supporting billing, client intake, project coordination, CRM management, or administrative operations.
- Proficiency with one or more of the following: QuickBooks Online, Minute7, Airtable, Tresorit, CRM platforms, or Microsoft 365.
- Strong attention to detail with the ability to identify errors, missing information, and process inconsistencies.
- Excellent organizational, communication, and follow-up skills.
- Ability to manage multiple priorities in a fast-paced environment while maintaining accuracy and professionalism.
Work Shift:
Languages:
English, Spanish
Ready to dive in? Apply now and make sure to follow all the instructions!
Our application process involves multiple stages, and submitting your application is just the first step. Every candidate must successfully pass each stage to move forward in the process.
Please keep an eye on your email and WhatsApp for the next steps. A recruiter will be assigned to guide you through the application process. Be sure to check your spam folder as well.
