Part-Time Executive Assistant / Operations Coordinator

Part-Time Executive Assistant / Operations Coordinator. [QuickBooks, Payroll & Inbox Management, etc] I’m a business owner managing multiple businesses and looking for a reliable, highly organized Executive Assistant to take recurring administrative and operational work off my plate. This is intended to become a long-term working relationship. I’m looking for someone proactive who can learn how I operate, anticipate needs, follow through without repeated reminders, and know when to handle something independently versus escalate it to me. Preference for applicants based in latin america or other timezones overlapping with US. Responsibilities: - Monitor, organize, and clean up my email inbox - Identify urgent messages and prepare draft responses - Make routine phone calls to vendors, service providers, and customers - Schedule appointments and coordinate follow-ups - Track expenses and collect, organize, and match receipts - Categorize routine transactions in QuickBooks Online - Help prepare account reconciliations and flag discrepancies - Maintain payroll checklists and prepare payroll information in ADP - Track deadlines, recurring obligations, and open requests - Perform online research and handle miscellaneous business and personal requests - Create simple written procedures for recurring responsibilities - Send a concise daily update covering completed work, open items, and decisions needed Important: This role may prepare bookkeeping and payroll information, but will not initially have authority to submit payroll, transfer funds, pay bills, change banking information, or make other significant financial commitments. Requirements: - Excellent written and spoken English - Previous experience supporting a US-based business owner or executive - Strong experience with QuickBooks Online - Familiarity with ADP or comparable US payroll software - Experience organizing and managing a busy email inbox - Comfortable making professional phone calls - Strong attention to detail, especially with financial information - Able to protect confidential business, employee, and financial information - Proactive and comfortable working with limited supervision - Able to communicate problems clearly and recommend a solution - Reliable computer, internet connection, and private working environment - Availability for at least [2–4] hours of overlap with Pacific Time Nice to Have: - QuickBooks Online ProAdvisor certification - Formal bookkeeping experience - Experience supporting multiple businesses - Experience with Google Workspace or Microsoft 365 - Experience with task-management and password-management systems - Familiarity with expense-management platforms - Experience creating SOPs, checklists, and recurring workflows Schedule: - Starting at approximately [10–15] hours per week - Potential to increase hours as responsibilities grow - Initial paid 30-day trial - Long-term opportunity for the right person How to Apply Please begin your proposal with the words “Protect Your Time” so I know you read the complete posting. Please include: 1. A short description of your experience supporting business owners. 2. Your specific experience with QuickBooks Online and ADP. 3. An example of something you improved or handled proactively for a previous client. 4. Your normal working hours and availability in Pacific Time. 5. Whether you have a quiet environment for professional phone calls. 6. Your desired hourly rate. 7. Two professional references, if available. Please do not apply if you are representing an agency or intend to delegate the work to someone else. I am looking for a consistent individual who will personally handle the responsibilities.