HR & Accounting Executive Assistant

We are looking for a Full-Time Virtual Executive Assistant to join our growing team for our printing business in Southern California, and would like to hire someone experienced from the Philippines for a long-term position, Graveyard Shift only!

Your Responsibilities:

Communicate daily directly with Teams in Southern California, Philippines and Mexico on Pacific Standard Time (PST) zone
Assist HR & Accounting Manager, Top Management, Department Supervisors, and/or Team members with email management (multi-Gmail delegation) and daily tasks for HR & Accounting Departments
Assist HR & Accounting Manager, Top Management, Department Supervisors, and/or Team members whenever assigned a joint task; such as updating metrics sheets, provide various entity forms, organize sensitive data, provide project reminders, provide urgent updates to appropriate department teams, etc
Assist in Collections of AR – customers billings’ payments: communicate with Customers directly via emails or calls regarding outstanding invoices, update progress & reminder statuses on all systems, etc
Organize daily tasks for HR & Accounting Manager, Top Management, Department Supervisors, and/or Team members throughout the business days
Retrieve & update information using Slack, Asana, Gmail, Google
Sheets/Docs, Printsmith (printing software system), Quickbooks, HiveDesk, and any other apps/software utilized by the company
Organize files & Retrieve information on our online filing systems (NAS & Google Drives)
Any other HR & Accounting tasks that surfaced
Provide daily progress report via chosen app/software by supervisor/management
Attend necessary training/coaching sessions, and/or mandatory meetings

Job Requirements:

Excellent verbal & written English communication
Minimum basic understanding of common American-English shorthand vocabulary & abbreviations, and how to appropriately utilize them
Can multi-task at least 3 complex projects/workflows at any given moment under pressure, while keeping an eye for constant communication (messaging or email)
Must be able to meet deadlines in a fast-paced & quick-changing environment
Team-oriented philosophy ~ Capacity to quickly learn organizational structure & the objectives of the Departments. Proactively request for continual updates on various tasks & provide continual updates on internal/external department requests. Treat confidential information with appropriate discretion.
Exceptional attention to details & good memorization skills ~ Help maintain digital financial & clientele/vendors records, and HR information in a fast-paced environment. Reading, analyzing, researching and organizing data to provide the correct necessary information for the appropriate Department or Team member.
Prioritize & adjust daily as needed ~ Ability to work effectively with minimal supervision, while organizing a daily workload by priorities. Anticipate future needs and deadlines, quick yet reliable re-organization of all tasks daily, and provide reminders to others as needed.
Critical Thinking & Be Proactive ~ come up with solutions & ideas by thinking ‘out-of-the-box’ for different scenarios. Proactive approach to problem-solving & handling repetitive scenarios based on previous solutions provided by HR & Accounting Manager, Top Management, Department Supervisors, and/or Team members. Continually look for a better way of doing things.
Provide HR & Accounting related administrative support ~ Work closely and effectively with HR & Accounting Manager, Top Management, Department Supervisors, and/or Team members
Strong interpersonal & communication skills ~ Excellent office professional verbal & written English level, and personalized communication are critical factors in the daily administration of this position
Can work Graveyard Shift between M-F 8/9AM to 5/6PM PST, occasionally on nights or weekends due to urgent deadlines or management’s schedule changes. The expected working hours will be 8+ hours per day, 5+ days a week, not including 1-hour lunch/breakfast break.
Can accommodate scheduled weekly meetings & trainings during PST zone, and/or Philippines time zone as needed (Even if already worked 8 hours on the same day)
Has work experiences of – minimum 2 years & prefer 5+yrs if combined: Virtual Assistant (minimum 1 year), Schedule Organization, Data Entry on various systems, Email Management, Direct Communication with US or English-speaking clientele (minimum 1 year), and Team-oriented related work experiences
Has Microsoft Office & Adobe applications, AND good knowledge of Excel & Word & Adobe Acrobat features
Excellent understanding of Google Suite: Drive & Google Sheets/Docs, including editing & sharing features
Good knowledge of Google Suite: Gmail & Groups & Calendars, including Delegation & organization features
Fast-learner on new softwares & applications