Company

Virtustant

Salary / Compensation

Not Specified

Overview / Job Description

Virtustant is hiring an Executive Assistant to support a client operating within the administrative and bookkeeping sector. The company provides services that help businesses organize and manage their operations efficiently while maintaining high standards of professionalism and client service.

This role is a full-time Executive Assistant position focused on providing administrative support, bookkeeping assistance, scheduling coordination, and communication management. The role also includes supporting hiring activities and maintaining organized operational processes for the business.

The ideal candidate is highly organized, detail-oriented, professional, and experienced in both executive support and bookkeeping functions. Candidates should possess strong QuickBooks knowledge, excellent communication skills, and the ability to manage multiple responsibilities effectively within a fast-paced work environment.

Responsibilities:

Executive & Administrative Support

• Provide comprehensive administrative support to leadership and operations
• Manage scheduling, calendar coordination, and meeting organization
• Handle communications and correspondence professionally
• Coordinate travel arrangements and logistical planning

Bookkeeping & Financial Support

• Perform bookkeeping and financial management tasks using QuickBooks
• Support financial organization and record management processes
• Maintain accurate bookkeeping documentation and financial records
• Assist with administrative financial tracking and operational reporting

Recruitment & Coordination Support

• Assist in organizing interviews and hiring processes
• Coordinate communication with candidates, team members, and external partners
• Support workflow organization and operational efficiency
• Help maintain smooth day-to-day business operations

Communication & Relationship Management

• Communicate professionally with internal teams and external stakeholders
• Maintain a professional demeanor when interacting with affluent clients
• Support collaboration across departments and operational functions
• Ensure timely and organized communication processes

Requirements:

Experience

• Proven experience as an Executive Assistant
• Strong experience using QuickBooks for bookkeeping tasks
• Experience managing administrative operations and scheduling activities
• Experience working in fast-paced professional environments preferred

Skills & Competencies

• Strong organizational and multitasking abilities
• Excellent written and verbal communication skills
• Strong attention to detail and problem-solving abilities
• Ability to work independently and collaboratively within teams
• Professional demeanor suitable for high-level client interaction
• Proactive and solutions-oriented mindset

Technical Skills

• Proficiency in QuickBooks
• Familiarity with CRM systems is advantageous
• Comfortable managing digital communication and scheduling tools
• Ability to maintain organized administrative and bookkeeping systems

Preferred Qualifications

• Bilingual in English and Spanish preferred
• Experience in similar executive support or bookkeeping roles preferred
• Familiarity with operational coordination and administrative workflows preferred

Candidate Profile: You SHOULD Apply If

• You are highly organized and detail-oriented
• You enjoy supporting executives and managing administrative operations
• You are comfortable handling bookkeeping responsibilities
• You communicate professionally and confidently with clients and teams
• You thrive in fast-paced and multitasking environments
• You are proactive and capable of working independently

You Should NOT Apply If

• You lack experience with QuickBooks and bookkeeping tasks
• You struggle with multitasking and organization
• You are uncomfortable supporting executive-level operations
• You have difficulty maintaining professionalism in client-facing environments
• You are not comfortable working independently and managing multiple priorities

Other Information:

Work Schedule

• Monday – Friday
• 9:00 AM – 5:00 PM EST

English Proficiency

• C2, Native, or C1 English level required

Additional Benefits / Highlights

• Payment flexibility in USD or local currency
• Opportunity to support operational and executive-level functions
• Exposure to administrative and bookkeeping operations
• Collaborative and professional work environment
• Opportunity to work with affluent and high-level clientele