Executive Assistant (US Hours)

About the role

We are seeking a proactive Executive Assistant to support our fast‑growing U.S. facilities‑management company. Working on US business hours, you will act as the central hub for vendors, clients and internal teams, ensuring smooth operations across compliance, billing and communication.

Key responsibilities

• Collect and track vendor compliance documents (COIs, W‑9s, licenses) and monitor expiration dates.
• Assist with invoice collection, verification against work orders and coordination with accounting for receivables/payables.
• Serve as the primary point of contact for clients and vendors, handling service updates, scheduling and issue escalation.
• Support business‑development activities, maintain prospect lists and help create and schedule social‑media content.

Required profile

• Strong organizational and multitasking abilities with high attention to detail.
• Excellent written and verbal communication in English.
• Ability to work independently, prioritize tasks and follow through.
• Professional demeanor when interacting with clients and subcontractors.

Required skills

• Microsoft Office (Word, Outlook, Excel) and Google Workspace.
• Excel / Google Sheets for data tracking.
• Email management tools.
• Experience with CRM or work‑order management systems.