Executive Assistant: Accounting, Finance & HR, Scheduling, AI Expertise, File Sharing, SmartSheet
Budget: $8 – $15 USD
I need a sharp, self-directed executive assistant who blends first-class administrative support with hands-on AI, accounting, finance and HR capability. The primary skill set I’m counting on is exactly what you see here—Admin Support, AI, Finance, accounting and budget, HR and a little bit of Project Management—so please only apply if you can cover that full spectrum confidently.
Day-to-day you will:
• Keep my calendar and meeting schedule running smoothly, flagging conflicts early and gathering any prep materials I’ll need.
• Own my inbox—filter, prioritize, draft responses, and make sure nothing critical slips.
• Prepare concise weekly reports: cashflow snapshots, budget updates, and KPI summaries pulled from Smartsheet dashboards.
• Pay bills on schedule, reconcile transactions, and assist with month-end close.
• Drive HR admin: post roles, screen candidates, coordinate interviews, issue NDAs and offer letters, and maintain compliant employee files.
• Utilize AI and automation tools—Make.com, Microsoft Copilot, Smartsheet formulas—to streamline repeat processes.
• Manage and organize documents and tasks in SharePoint and OneDrive, and SmartSheet with clear naming conventions and permissions.
Success looks like an always-current executive schedule, zero late payments, budgets that match reality, and an HR pipeline that moves swiftly from vacancy to onboarding with minimal friction.
If your experience shows you’ve carried this mix of responsibilities before, especially in environments that already rely on Smartsheet, Make.com, SharePoint, and Microsoft 365, I’d love to hear how you’d jump in and add value from day one.
Day-to-day you will:
• Keep my calendar and meeting schedule running smoothly, flagging conflicts early and gathering any prep materials I’ll need.
• Own my inbox—filter, prioritize, draft responses, and make sure nothing critical slips.
• Prepare concise weekly reports: cashflow snapshots, budget updates, and KPI summaries pulled from Smartsheet dashboards.
• Pay bills on schedule, reconcile transactions, and assist with month-end close.
• Drive HR admin: post roles, screen candidates, coordinate interviews, issue NDAs and offer letters, and maintain compliant employee files.
• Utilize AI and automation tools—Make.com, Microsoft Copilot, Smartsheet formulas—to streamline repeat processes.
• Manage and organize documents and tasks in SharePoint and OneDrive, and SmartSheet with clear naming conventions and permissions.
Success looks like an always-current executive schedule, zero late payments, budgets that match reality, and an HR pipeline that moves swiftly from vacancy to onboarding with minimal friction.
If your experience shows you’ve carried this mix of responsibilities before, especially in environments that already rely on Smartsheet, Make.com, SharePoint, and Microsoft 365, I’d love to hear how you’d jump in and add value from day one.