Executive Virtual Assistant

BHPE LLC is a federal construction and services contractor (VA, IHS, DoD, Space Force). We need an Executive Virtual Assistant working directly with ownership. We train you on our exact process. We need someone who learns fast, follows procedure precisely, and is clear on the phone. This is a position of trust — financial records, contract documents, personal matters. RESPONSIBILITIES - Invoicing through federal payment systems; payment applications - Receivables tracking and collection follow-up - Transaction entry and reconciliation - Subcontractor pay requests; lien waivers and insurance verification - Schedules and trackers across multiple contracts - Calls with subs, vendors, and staff - Meetings, notes, action items - Calendar, inbox, travel, personal errands - Draft correspondence for signature HOW WE WORK This role runs on ownership, not instruction. You hold the deadlines, open invoices, and follow-ups and move them unprompted. We hear from you about what needs attention — not the reverse. Chase past-due invoices. Flag deadlines early. Reporting a problem you can't solve is fine; sitting on it isn't. SCHEDULE 8:00 AM – 3:00 PM U.S. Central Time, Monday–Friday, with a one-hour unpaid break from 11:00 AM to 12:00 PM Central. 6 paid hours per day, 30 per week. Fixed window, not flexible hours. If you're overseas, confirm you can work these hours consistently before applying. REQUIREMENTS - Clear, confident spoken English — you represent us on calls - Follows a documented process exactly - 3+ years executive assistant, office manager, or senior VA - Understands invoices, receivables, reconciliation - Learns new software quickly - Google Workspace proficiency - Comfortable with PDFs — merging, splitting, form fields, signatures - Discretion; will sign an NDA CALLS U.S. calls are made through TextNow. Set it up yourself before day one. AI TOOLS We provide them. You won't use outside AI tools on our documents. RATE $5.00/hour, 30 hours/week cap. Upwork time tracker required, task memos on all entries. No manual time. STANDARDS You'll handle money and federal deadlines. Errors cost us. We end contracts for careless mistakes, missed deadlines, or hours that don't match output. Accurate work leads to a long-term contract and rate increases. REPORTING Every Friday at end of shift — tasks completed, hours per day, open items, blockers. TRIAL First week paid at 10 hours. Fit means full hours and a long-term contract. TO APPLY Start with the word KEYSTONE. Record a 60-second video answering: describe a problem you caught and fixed before your employer knew about it. Send it as an unlisted Loom or YouTube link in your proposal. No link, no review.