Executive Operations & Finance Specialist | AI & Automation

Title: Executive Operations & Finance Specialist (AI & Automation)

Location: Remote (Philipines/Latin America)

Timezone: Monday – Friday, 8:00 AM – 5:00 PM CT

Compensation: $1,500 to $2,000 monthly (depending on experience)

Position Summary

We are seeking a highly organized, analytical, and technologically resourceful Executive Assistant & Finance Specialist to support company leadership, assist with financial reporting and analysis, and help implement artificial intelligence and automation throughout the organization.

This position is ideal for someone who combines strong executive-support skills with financial knowledge and an interest in emerging technology. The person in this role will manage important administrative responsibilities, organize information, support financial decision-making, and find practical ways to improve efficiency across the company.

Executive and Administrative Support

• Provide direct administrative support to company executives.

• Manage calendars, schedule meetings, coordinate appointments, and help prioritize executive commitments.

• Prepare meeting agendas, organize supporting materials, take notes, and track follow-up items.

• Draft and edit emails, reports, presentations, letters, and other business communications.

• Coordinate travel arrangements, reservations, itineraries, and related logistics.

• Assist with special projects and ensure deadlines and commitments are completed.

• Communicate professionally with employees, tenants, vendors, lenders, business partners, and other stakeholders.

• Help executives stay organized across multiple companies, properties, and projects.

Financial Analysis and Reporting

• Prepare and maintain financial reports, operating dashboards, budgets, and forecasts.

• Analyze company and property performance, including revenue, expenses, occupancy, cash flow, and budget variances.

• Assist with monthly KPIs and provide clear explanations of trends and results.

• Run financial models for acquisitions, developments, and other business decisions.

AI, Automation, and Process Improvement

• Identify repetitive or inefficient processes that can be improved through AI, automation, or better system integration.

• Build and maintain practical AI-assisted workflows for finance, accounting, operations, marketing, leasing, construction, and executive administration.

• Use AI tools to analyze information, summarize documents, prepare reports, draft communications, and support decision-making.

• Develop automated dashboards, templates, and internal tools that reduce manual work.

• Evaluate new AI applications and recommend tools that provide a clear business benefit.

• Help connect information across accounting, property-management, payroll, expense-management, and construction systems.

• Train and assist employees in using approved AI tools effectively.

• Measure whether implemented solutions are improving efficiency, accuracy, productivity, or cost.

Technology Management

• Serve as the primary administrator for company software platforms and business systems.

• Manage employee onboarding and offboarding within technology systems, including user accounts, permissions, and equipment assignments.

• Coordinate with vendors and service providers to maintain hardware, software, and IT-related services.

• Evaluate and implement new technology solutions to improve efficiency, communication, and collaboration.

• Provide basic technical support and troubleshooting assistance for employees.

• Monitor software subscriptions, licenses, and renewal schedules.

• Assist with cybersecurity initiatives, access controls, password management, and technology best practices.

• Support integrations between business systems, including HR, payroll, accounting, communication, and operational platforms.

Qualifications

• Bachelor’s degree in finance, accounting, business, information systems, or a related field is preferred.

• Previous experience as an executive assistant, financial analyst, accountant, business analyst, or similar position.

• Strong organizational and time-management skills.

• Experience with financial reporting, budgeting, accounting, or data analysis.

• Advanced proficiency with Microsoft Excel or Google Sheets.

• Strong interest in artificial intelligence, automation, and emerging business technology.

• Excellent written and verbal communication skills.

• Exceptional attention to detail, judgment, discretion, and follow-through.

• Ability to manage multiple priorities in a growing, entrepreneurial organization.

• Ability to work independently, anticipate needs, and take ownership of assignments.

• Comfortable researching new technology and learning unfamiliar software.

Preferred Qualifications

• Experience supporting a business owner, executive, or senior leadership team.

• Experience with financial modeling, dashboards, or business intelligence platforms.

• Experience in commercial real estate, property management, construction, self-storage, or real estate development.

• Experience with tools such as ChatGPT, Microsoft Copilot, Power BI, Power Automate, Zapier, Make, or similar platforms.

• Working knowledge of APIs, SQL, Python, or other automation tools is helpful but not required.

• CPA, CMA, MBA, or another relevant certification is a plus but not required.

What Success Looks Like

The successful candidate will:

• Keep company executives organized, prepared, and focused on their highest-priority responsibilities.

• Ensure important tasks, meetings, communications, and follow-up items do not fall through the cracks.

• Produce accurate, useful, and timely financial reporting.

• Give leadership greater visibility into company and property performance.

• Reduce time spent on repetitive administrative and financial tasks.

• Implement AI and automation solutions that employees can use effectively.

• Improve the organization and accessibility of company information.

• Help leadership make faster, better-informed decisions.

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