Executive Assistant - Financial Administration

QuickTeam is seeking a skilled and experienced Executive Virtual Assistant to provide comprehensive administrative support to the COO/CFO, with a strong focus on financial administration and rebate program management. This role combines traditional executive support — calendar management, correspondence, travel, and meeting coordination — with hands-on responsibility for client invoicing, rebate applications, and budget documentation. You'll need exceptional organizational skills, financial literacy, and the ability to manage a diverse set of responsibilities in a fast-paced environment.

Full-time, 40 hours/week

Fully remote, work from home

SalaryR20,000/month, commensurate with skills and experience

Availability to work during EST business hours

Responsibilities

Client Invoicing: Prepare and process client invoices accurately and on time.

Rebate Budget Forms: Complete and manage budget forms required for rebate applications.

Load Letters: Prepare and submit load letters as required by rebate programs.

Rebate Applications: Prepare, submit, and track rebate applications from start to finish.

Closeout Documentation: Manage rebate closeout documentation and ensure timely submission.

Program Research: Research available rebate programs and provide concise summaries and recommendations to the COO.

Program Administrator Liaison: Maintain regular communication with rebate program administrators regarding the status of applications and closeouts.

Progress Tracking: Update and maintain Google Sheets to accurately track project progress, rebates, and related documentation.

Stakeholder Meetings: Attend Microsoft Teams meetings with rebate companies to discuss the status of rebate applications and closeouts.

Client Liaison: Liaise with clients to obtain all required documentation for rebate applications.

Project Manager Collaboration: Maintain strong communication and collaborate closely with Project Managers throughout the project lifecycle.

Ongoing Training: Participate in regular training sessions with the COO to stay up to date on rebate programs, processes, and industry requirements.

Calendar Management: Efficiently manage the COO/CFO's complex and ever-changing schedule, including meetings, conference calls, and appointments. Anticipate scheduling conflicts and proactively resolve them.

Email and Correspondence: Monitor and prioritize the inbox, draft and respond to emails, and ensure timely and accurate communication with internal and external stakeholders.

Travel Arrangements: Arrange travel logistics including flights, accommodations, transportation, and itinerary planning.

Meeting Coordination: Prepare agendas, coordinate logistics, take minutes, track action items, and follow up on outstanding tasks.

Confidentiality and Discretion: Handle sensitive and confidential financial and business information with the highest level of integrity.

Documentation and Filing: Organize and maintain files, records, and documentation, both electronic and physical, ensuring easy retrieval.

Research and Analysis: Conduct research, gather data, and prepare reports and briefing materials to support decision-making.

3+ years' experience as an Executive Assistant, or equivalent experience in finance/accounts administration

Demonstrated experience with invoicing, reconciliations, or financial document preparation

Strong proficiency in Google Sheets/Excel for tracking budgets, projects, and documentation

Experience with, or strong aptitude for, application or grant/rebate-style administrative processes (intake, documentation tracking, status reporting, and closeout)

Comfortable communicating with external program administrators and stakeholders via email and Microsoft Teams

Strong organizational and multitasking skills with the ability to prioritize tasks effectively

Excellent verbal and written communication skills

Ability to work autonomously and take initiative in a fast-paced environment

Discretion and professionalism in handling sensitive financial and business information

A proactive, detail-oriented mindset with a willingness to learn and grow

Comfortable working EST business hours