Administrative & Executive Assistant – Part-Time
Job Description:
- Monitor and organize the owner's business inbox
- Identify and prioritize urgent emails, outstanding communications, pending responses, and follow-ups
- Draft or send routine email responses when authorized
- Provide general administrative and executive support across varied business tasks
- Maintain accurate records, trackers, and digital documentation
- Manage assigned tasks, follow-ups, and deadlines
- Follow established workflows and procedures
- Organize information and coordinate routine operational activities
- Identify missing information, potential issues, and process improvement opportunities
- Monitor client account inboxes and identify incoming supplier invoices
- Forward invoices to bookkeeping software using established procedures
- Maintain organized financial-document handling processes
- Perform basic Xero and finance administration, including statement reviews, remittance updates, transaction cross-checking, and reconciliation-related tasks
- Identify discrepancies and escalate them for review
- Monitor client identification records, expiration dates, risk assessments, and compliance deadlines
- Maintain compliance records and administrative trackers
- Follow AML and client-administration procedures
- Handle confidential client and financial information responsibly
- Assist with additional executive, administrative, and practice-support tasks
- Learn new software, systems, and internal procedures
- Provide timely updates on progress, outstanding items, and potential issues
Requirements:
- Previous administrative, executive assistant, office administration, or business support experience required
- Strong written English and professional email communication skills required
- Excellent organizational skills and attention to detail required
- Ability to learn new systems, software, and procedures quickly required
- Strong initiative, follow-through, and problem-solving skills required
- Good time management and ability to manage multiple tasks and deadlines required
- Ability to work independently and follow documented procedures required
- Experience with email and inbox management preferred
- Familiarity with Xero or other bookkeeping platforms preferred, but not mandatory
- Experience with invoice administration, supplier statements, or basic finance support preferred
- Experience supporting UK businesses or professional services practices is a plus
- Familiarity with GDPR, AML administration, or compliance tracking is a plus
- Understanding of confidentiality and appropriate handling of financial and client information required
- Microsoft Outlook / Email Platforms
- Microsoft Teams
- Microsoft Excel / Google Sheets
- Microsoft Office / Google Workspace
- Remote Desktop Systems
- Other client-specific business applications as required
- Strong written and spoken English required
- Availability for 10 contracted hours per week, Monday through Friday, during early morning UK time
- Contractors will operate under a Master Services Agreement and a Statement of Work
Benefits:
- Competitive rates
- Weekly payments
- Various open roles are available
- Free training and upskilling
- Constant support and guidance
- A vibrant community always ready to support you
- Hours likely to increase based on performance and workload
