Part-time Executive Assistant | Remote | PH Based | Working Arizona timezone
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AI Summary
Provide executive and administrative support by managing schedules, tasks, and client records in HubSpot and QuickBooks. Handle client communications, project updates, and the creation of professional proposals and invoices.
What to Expect
This is a role for someone who loves bringing order to chaos and genuinely enjoys being the backbone of a growing business. You'll be working closely with Greg, an engineering and construction professional, to keep projects on track, clients well-informed, and the business running smoothly. If you're the type of person who spots a dropped ball before it hits the floor — and picks it up without being asked — this role was made for you.
What You'll Be Doing
Executive & Admin Support
Client Management
Sales Support
What We're Looking For
If this sounds like the kind of role where you'd thrive, we'd love to hear from you — apply and tell us a little about why you're the right fit.
- Rate: $7-8 usd per hour
- Hours:10–15 hours per week (part-time, flexible)
- This is a remote role with the opportunity to grow as the business grows
- You'll be working directly with Greg, so your impact will be felt immediately
This is a role for someone who loves bringing order to chaos and genuinely enjoys being the backbone of a growing business. You'll be working closely with Greg, an engineering and construction professional, to keep projects on track, clients well-informed, and the business running smoothly. If you're the type of person who spots a dropped ball before it hits the floor — and picks it up without being asked — this role was made for you.
What You'll Be Doing
Executive & Admin Support
- Managing Greg's schedule, tasks, and project timelines to keep everything moving forward
- Handling email management and day-to-day administrative tasks
- Updating client records in HubSpot and inputting data into QuickBooks
- Keeping Greg accountable to deadlines, deliverables, and commitments
Client Management
- Conducting structured client check-ins at the 3, 6, and 12-month marks after project completion
- Creating and sending Project Books to clients once a project wraps up
- Managing client communications around project updates — so nothing gets promised without checking the calendar first
Sales Support
- Writing and sending professional proposals to clients and leads
- Sending invoices and following up on outstanding proposals
- Managing leads and contacts within HubSpot (CRM)
What We're Looking For
- Experience with HubSpot and QuickBooks
- Proficiency in Outlook and the Microsoft suite
- Highly organized with a strong project management background
- Excellent written communication skills — you can write a polished proposal and speak the language of engineering or construction
- Background or familiarity with the engineering or construction industry is a strong plus
- Self-directed and reliable — you don't need to be micromanaged or reminded of the same thing twice
- Proactive communicator who keeps clients and Greg in the loop without being asked
If this sounds like the kind of role where you'd thrive, we'd love to hear from you — apply and tell us a little about why you're the right fit.
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