Executive Assistant - Landscaping - R214

Hyre is a fast-growing virtual assistant service company dedicated to providing exceptional support to our clients. We value innovation, efficiency, and a commitment to excellence. Join us and be part of a dynamic team that empowers businesses to thrive. Key Responsibilities Provide comprehensive administrative support to executives and leadership, including scheduling, calendar management, and meeting coordinationManage communication flow: handle emails, calls, correspondence, and follow-ups on behalf of executivesOversee billing and collections processes, ensuring timely invoicing, payment tracking, and follow-up with clientsPrepare, maintain, and update operational trackers and reports (scheduling, contracts, renewals, billing, collections)Assist with document management, including contracts, proposals, DocuSign processing, and file organizationSupport US-based teams by acting as a liaison between executives and internal/external stakeholdersCoordinate travel, events, and logistics for executives and teams as neededDrive process improvements in administrative operations and workflow efficiencyOversee job costing and financial reporting (daily, weekly, annual), including analysis, revisions, and 0-100 project trackingManage bids, proposals, and contracts, including tracking, renewals, DocuSign processing, and lost bid monitoringHandle collections and billing workflows, including trackers, reports, credit memos, dispute resolution, and follow-upsMaintain and update core operational trackers (job cost, collections, bids, production, contracts, renewals)Perform data entry, tabulation, and reporting, including Aspire data management and report consolidationProvide administrative and operational support (email, scheduling, documentation, meetings, to-do tracking)Support seasonal and service-based operations (snow, landscaping, enhancements, sprinkler services, renewals)Collaborate cross-functionally and drive process improvements and workflow efficiency Tools & Systems Aspire (preferred) or similar operational softwareGoogle Workspace / Microsoft Office (advanced Excel/Sheets required)DocuSign and CRM/project tracking tools Requirements Staff Accountant experience: 5+ years (required)Proven experience as an Executive Assistant or in a similar administrative support role (required)Experience supporting US-based executives, leadership, or teamsStrong background in:Organization and time managementScheduling, calendar management, and meeting coordinationBilling & collectionsJob costing & financial reportingAdvanced Excel/Google SheetsManaging multiple trackers/high-volume dataAnalytical and problem-solving skillsExcellent written & verbal communication and attention to detail Nice to Have Experience in landscaping, construction, or service-based industriesFamiliarity with Aspire or similar platformsExperience with travel planning and event coordination Success in This Role Looks Like Executives and teams are well-supported and organizedAccurate, timely scheduling, billing, and collectionsConsistently updated trackers and systemsEfficient communication and proactive follow-upsProcess improvements and increased workflow efficiencyAccurate, timely financial and job cost reportsProactive identification of issues and opportunitiesStrong support across operations, sales, and leadership Locations: Philippines