Executive Assistant - Electrical Company

This is a remote position.

We are seeking a highly organized, detail-oriented, and proactive Executive Assistant to provide comprehensive administrative, operational, and executive support to the management team. This role combines executive assistance, project coordination, and operational support responsibilities to ensure smooth day-to-day operations across the business.

The ideal candidate is tech-savvy, process-driven, and capable of managing multiple priorities — from handling customer inquiries and managing job systems to overseeing financial reconciliations, scheduling, and process automation.

Key Responsibilities

1. Executive & Administrative Support

• Manage daily email inboxes; identify urgent items and ensure timely responses.
• Handle confidential correspondence and maintain organized digital filing systems.
• Manage contact lists and set up email rules and filters.
• Conduct research on people, companies, or topics relevant to upcoming meetings or business opportunities.

2. Operations & Job Management

• Enter and manage job data using Simpro .
• Review daily timesheets and job diaries to ensure accuracy and completeness.
• Check site photos, job notes, and invoicing before technicians move to the next site.
• Prepare basic quotes ready for review
• Reconcile wholesaler purchase orders (POs) and monthly statements in Xero .
• Monitor job statuses and update progress folders as required.
• Create checklists, templates, and process documents to support consistent job execution.

3. Finance & Reporting

• Sync invoices and retrieve payment information from Xero .
• Reconcile supplier invoices and POs against jobs.
• Create and update templates for quoting, invoicing, and reporting.
• Assist in preparing financial or operational summaries and reports.

4. Marketing & Communications

• Answer customer service or support emails (refunds, account issues, etc.).
• Draft and proofread customer communications, emails, and marketing copy.
• Create and maintain SMS and email templates; build automations for routine communication.
• Maintain and update contact databases (e.g., Klaviyo).
• Write and schedule social media posts; source or edit graphics using Canva or Photoshop.
• Collect and follow up on customer feedback and Google reviews.
• Research and reach out to potential leads (Asana Lead Funnel).

5. Website, Blog & Content Support

• Write or edit website and blog copy.
• Ensure all published content aligns with brand tone and marketing objectives.

6. Human Resources & Training

• Support recruitment tasks such as posting job ads, researching roles, and coordinating interviews.
• Track employee competencies, refresher training, and certifications.
• Train new virtual staff and prepare training materials.
• Monitor  vehicle records, servicing logs, and registration details.
• Monitor and update monthly and yearly subscription fees.