Executive Assistant - Landscaping - R214

Role Overview

We are seeking a highly organized and proactive Executive Assistant to support our clients with various administrative and operational tasks. The ideal candidate is detail-oriented, resourceful, and comfortable managing multiple priorities in a remote work environment.

Key Responsibilities

• Provide comprehensive administrative support to executives and leadership, including scheduling, calendar management, and meeting coordination
• Manage communication flow: handle emails, calls, correspondence, and follow-ups on behalf of executives
• Oversee billing and collections processes, ensuring timely invoicing, payment tracking, and follow-up with clients
• Prepare, maintain, and update operational trackers and reports (scheduling, contracts, renewals, billing, collections)
• Assist with document management, including contracts, proposals, DocuSign processing, and file organization
• Support US-based teams by acting as a liaison between executives and internal/external stakeholders
• Coordinate travel, events, and logistics for executives and teams as needed
• Drive process improvements in administrative operations and workflow efficiency
• Oversee job costing and financial reporting (daily, weekly, annual), including analysis, revisions, and 0-100 project tracking
• Manage bids, proposals, and contracts, including tracking, renewals, DocuSign processing, and lost bid monitoring
• Handle collections and billing workflows, including trackers, reports, credit memos, dispute resolution, and follow-ups
• Maintain and update core operational trackers (job cost, collections, bids, production, contracts, renewals)
• Perform data entry, tabulation, and reporting, including Aspire data management and report consolidation
• Provide administrative and operational support (email, scheduling, documentation, meetings, to-do tracking)
• Support seasonal and service-based operations (snow, landscaping, enhancements, sprinkler services, renewals)
• Collaborate cross-functionally and drive process improvements and workflow efficiency

Tools & Systems

• Aspire (preferred) or similar operational software
• Google Workspace / Microsoft Office (advanced Excel/Sheets required)
• DocuSign and CRM/project tracking tools
• Aspire (preferred) or similar operational software
• Google Workspace / Microsoft Office (advanced Excel/Sheets required)
• DocuSign and CRM/project tracking tools

Requirements

• Proven experience as an Executive Assistant or in a similar administrative support role (REQUIRED)
• Experience supporting US-based executives, leadership, or teams

Strong background in:

• Organization and time management
• Scheduling, calendar management, and meeting coordination
• Billing and collections processes
• Advanced Excel/Google Sheets skills
• Managing multiple trackers and high-volume data accurately
• Strong analytical, organizational, and problem-solving skills
• Excellent communication (written and verbal) and attention to detail
• Professional Staff Accountant experience (REQUIRED)

Strong background in:

• Job costing
• Financial reporting
• Billing and collections
• Advanced Excel/Google Sheets skills
• Ability to manage multiple trackers and high-volume data accurately
• Strong analytical, organizational, and problem-solving skills
• Excellent communication and attention to detail

Nice to Have

• Experience in landscaping, construction, or service-based industries
• Familiarity with Aspire or similar platforms
• Experience with travel planning and event coordination
• Experience supporting US-based teams/clients

Success in This Role Looks Like

• Executives and teams are well-supported and organized
• Accurate, timely scheduling, billing, and collections
• Consistently updated trackers and systems
• Efficient communication and proactive follow-ups
• Process improvements and increased workflow efficiency
• Accurate, timely financial and job cost reports
• Organized and consistently updated trackers and systems
• Improved collections and billing efficiency
• Proactive identification of issues and opportunities
• Strong support across operations, sales, and leadership

Location: Fully Remote
Schedule: US Business Hours