Remote Executive Assistant with Marketing and Bookkeeping Expertise - US Based

About the Role

The People Group is a fractional talent and support agency dedicated to linking highly skilled professionals with dynamic founders and leadership teams. Our commitment centers on delivering consistent quality and fostering long-term collaborations based on respect, clarity, and fairness. We seek a technologically adept Executive Assistant experienced in marketing and bookkeeping to join our freelance talent pool. This remote fractional role involves providing comprehensive administrative and operational support to senior executives while managing marketing efforts, CRM systems, bookkeeping, and financial tasks. The ideal candidate will enhance workflows, oversee daily business operations, and utilize AI tools to boost efficiency.

Key Responsibilities

• Coordinate and maintain client calendars, scheduling meetings and appointments.
• Arrange both domestic and international travel and accommodation logistics.
• Create, edit, and format reports, presentations, correspondence, and documents.
• Manage email inboxes, phone calls, and other communications effectively.
• Organize and secure files, records, databases, and sensitive information.
• Prepare meeting agendas, document minutes, and monitor follow-up actions.
• Assist with marketing tasks such as email campaigns, social media scheduling, and content coordination.
• Maintain CRM systems ensuring accurate customer and lead data.
• Conduct marketing research, analyze competitors, and generate campaign reports.
• Coordinate marketing assets, promotional materials, and logistics for events.
• Perform bookkeeping and financial duties including invoice processing, accounts payable/receivable, expense tracking, bank reconciliations, and record keeping.
• Utilize accounting software like Xero or QuickBooks to maintain financial records.
• Help with budget monitoring, financial reporting, and related administrative finance tasks.
• Collaborate with clients' accountants, marketing vendors, and internal teams to ensure smooth operations.
• Work closely with team members to optimize workflows and operational standards.
• Organize meetings, events, conferences, webinars, and client engagements.
• Respond to client requests and complete ad hoc assignments with professionalism and attention to detail.
• Fulfill additional administrative and operational support functions as needed.

Required Qualifications

• At least three years of experience in executive support roles like Executive Assistant or Operations Coordinator.
• Demonstrated background supporting C-level executives, founders, or senior leadership.
• Proficiency in bookkeeping and financial administration tasks including invoicing, accounts payable/receivable, expense management, bank reconciliations, and record keeping.
• Skillful use of accounting platforms such as Xero, QuickBooks, or equivalents.
• Hands-on experience with marketing support activities—CRM management, email marketing, campaign and content scheduling, lead management.
• Familiarity with CRM platforms like HubSpot, Salesforce, or Pipedrive.
• Use of AI tools such as ChatGPT, Claude, or Gemini to enhance productivity, research, content development, and workflow automation.
• Excellent organizational and time management abilities capable of juggling multiple tasks efficiently in fast-paced environments.
• Strong command of English communication, both verbal and written.
• High proficiency with Google Workspace (Gmail, Calendar, Docs, Sheets, Slides) and Microsoft Office suites.
• Comfortable using collaboration and project management tools including Slack, Zoom, Notion, Asana, ClickUp, Trello, or Jira.
• Experience handling complex calendars and managing meetings across various time zones.
• Detail-oriented with reliable follow through and accountability.
• Ability to manage sensitive information discreetly and professionally.
• Resourceful and self-driven with minimal need for supervision.
• Strong problem-solving skills with foresight to anticipate needs and provide solutions.
• Experience coordinating complex travel arrangements and executive logistics.
• Aptitude for working in startup, scale-up, or fast-moving technology environments.
• Effective cross-functional collaboration with clients and diverse stakeholders.
• Stable high-speed internet and professional home office setup.

Preferred Skills and Experience

• Prior experience supporting founders or executives in startups, SaaS, technology, or high-growth companies.
• Advanced skills in marketing operations including campaign coordination and CRM management.
• Certifications like QuickBooks Online or Xero are advantageous but not mandatory.
• Familiarity with workflow automation platforms such as Zapier or Make.
• Exposure to consulting multiple clients or executives in fractional or agency contexts.
• Experience engaging with high-net-worth individuals, family offices, or senior business leaders is a plus.
• Willingness to meet clients face to face occasionally if needed.

Additional Information

This role operates on a contract basis under The People Group, meaning you will not be a direct employee but a contractor. All client agreements are managed by The People Group, ensuring you are protected as a remote contractor while we handle client relationship management.