Executive Assistant

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
• Salary: R20,000/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.

Requirements

• • 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